You did it! You made it through that big client meeting or exhausting team brainstorm without a hitch. Don’t pat yourself on the back just yet though – you still have important work to do after the meeting ends.
Crafting a professional yet friendly follow-up email is crucial to capitalize on all that prime face time. Whether you’re looking to seal a deal, align your team, or take a new relationship to the next level, your post-meeting note deserves care and attention.
In this comprehensive guide, we’ll review how to write follow-up emails that get results. You’ll learn:
- Exactly when to send your follow-up for maximum impact
- Best practices for structuring your message
- Templates and examples tailored to different meeting types
- Tips for super-charging your follow-up skills
Let’s get started! Sending the perfect post-meeting email is easier than you think.
Why Follow-Up Emails Are Essential
Follow-up emails after meetings serve several important purposes that make them a vital part of effective business communication and relationship building. Taking a few minutes to send a recap and thank you after a meeting can have a significant impact.
Show Appreciation for Attendees’ Time
First and foremost, a follow-up email allows you to express appreciation to everyone who attended the meeting. Even if it was a regular team sync or standing meeting, it is important to acknowledge that people took time out of their busy schedules to participate. Sending a quick note of thanks shows gratitude and respect for your teammates, colleagues, clients or customers.
According to a study by the Workhuman Research Institute, 77% of employees report feeling more appreciated when they receive a thank you. Feeling appreciated at work has a significant impact on engagement, motivation and job satisfaction. Employees who feel appreciated work harder – the study found they were 50% more likely to stay late and pitch in when needed.
A sincere thank you also makes the recipients feel valued. By starting your follow-up email with a quick note of appreciation, you make people feel their time and contributions matter. And who doesn’t enjoy getting a “thank you”? A little gratitude can go a long way in building goodwill and positive relationships.
Thank you all for taking the time to attend our project kickoff meeting this morning. I know everyone has very full plates, so I appreciate you making room in your schedules to be there and provide such thoughtful input.
Continue the Conversation and Relationship Building
In addition to expressing thanks, a follow-up email allows you to continue the conversation and build on the interactions during the meeting.
Sending a recap helps keep the momentum going on any ideas, goals or issues discussed. It also shows you were paying close attention during the meeting and reminds others of the key takeaways.
Including action items and next steps in your follow-up provides clarity around what needs to happen going forward. Who is responsible for which tasks, and when. This helps ensure that important items don’t slip through the cracks.
Setting the next meeting date, or scheduling a follow-up call also provides continuity.
Relationship building is an important benefit of prompt follow-up as well. Taking a few extra minutes to send a recap message shows recipients that:
- You value their time and input
- You were listening and care about their feedback
- You are organized, detail-oriented and on top of things
- You are invested in continuing the relationship
Consistent, thoughtful follow-up helps nurture professional connections and build rapport. Following up promptly after an initial meeting or networking event makes a great impression.
It was wonderful connecting at the industry conference last week, Mike. I’m looking forward to continuing our conversation on leveraging influencer marketing. Does next Tuesday at 2pm work for a video call? I’ll send you an invite.
Provide Helpful Resources and Information
A follow-up email also provides an opportunity to share relevant resources and helpful information with your recipients.
If certain topics came up where people wanted to learn more, you can include links to useful articles, research or white papers. Or send company documents that were requested.
If someone mentioned a challenge they are facing, you could forward an eBook, tip sheet or case study that might give them some guidance and solutions.
Providing valuable input shows recipients that you:
- Have been listening carefully to their needs
- Took the initiative to find them some helpful resources
- Are invested in assisting them and adding value
When recipients find your shared information useful, it will leave a very positive impression. Helpful follow-up resources show you are responsive, thoughtful and attuned to their interests and needs.
Sending valuable input helps nurture relationships – people enjoy working with others who make their lives a bit easier. They will come to see you as a partner invested in their success.
Hope you enjoy this eBook on Writing Effective Landing Pages. When you mentioned your new product launch, I remembered it has great tips for crafting targeted, conversion-focused copy.
Create Opportunities for Future Collaboration
Finally, follow-up emails allow you to open the door to future opportunities for collaboration and engagement.
If you connected well with an individual, you can use your follow-up to suggest meeting again or exploring working together. Even if no specifics were discussed, indicating your interest in partnering lays the foundation for an ongoing relationship.
You may propose setting up additional discussions, brainstorming potential projects, or looking for areas of common interest and mutual benefit.
With prospective customers, a follow-up email allows you to reaffirm your interest and enthusiasm for their business, as well as remind them of the value your product or service can provide.
An effective follow-up provides the perfect opportunity to bring up potential next steps, or suggest moving forward with a partnership or agreement. Friendly check-ins also nurture lead relationships over time.
I enjoyed learning more about Acme Co’s 2022 strategic goals during our meeting. Big Data Analytics are definitely an important area to maximize ROI in marketing campaigns. If you’d like to explore this further, I’d be happy to provide a demo showing how our platform can help Acme unlock even more value from your data.
In short, taking a few minutes to send a prompt, thoughtful follow-up email after a meeting can demonstrate gratitude, enhance relationships, share value and open doors for future collaboration. Follow-up shows you care, are reliable and invested in continuing the conversation.
When to Send Follow-Up Emails
The ideal timeframe for sending a follow-up email often depends on the type of meeting you had. While consistency is important, different meetings warrant a slightly different approach. Here are some best practices on when to follow up based on the meeting purpose and audience.
For Internal Team Meetings
For any routine team sync or internal meeting, you should aim to send the follow-up email within 24 hours. The details of internal meetings tend to be easily forgotten as soon as employees dive back into their normal workload. With so many projects and tasks demanding attention, a 1-2 hour long meeting can quickly vanish from memory.
Sending a timely recap helps cement understanding of what was discussed, goals that were set, and action items assigned. If next steps are not clear, team members will be unsure how to proceed and momentum will be lost. Details on deadlines and responsibilities also need to be captured and communicated promptly before they slip through the cracks.
Following up quickly also keeps team members engaged and shows you value their participation. When employees see meeting outcomes captured clearly in a timely recap, they will be more likely to complete their assigned tasks.
Timely follow-up leads to:
- Clarity around decisions made and next steps
- Details captured before memories fade
- Awareness of individual responsibilities and deadlines
- Continued motivation to take action
- Confidence in leadership’s organization skills
For standing team meetings like weekly syncs, some leaders even automate their follow-up emails through project management tools like Asana or Monday. This ensures recaps go out like clockwork.
The worst time to follow up on an internal meeting? Waiting several days until right before the next meeting. This leaves a long gap where priorities can be forgotten and fails to capitalize on the motivation coming out of the discussion.
For External Sales Meetings
When following up after sales meetings with prospects or customers, timeliness is still important but may be adapted based on context.
If this was an initial discovery call or needs assessment meeting, you may want to follow up within 24 hours like an internal meeting. Interest is peaked after first meetings, so timely follow up capitalizes on that momentum. Demonstrating prompt attention also makes a good impression with new contacts.
However, if this was a later stage presentation meeting, the follow-up timeline can be more flexible. You still want to send a recap fairly soon but waiting 48-72 hours gives prospects time to digest the information before you check back in.
Following up with new prospects too quickly can seem overly eager. But you don’t want too much time to pass either – letting a week go by looks disinterested.
With current customers, you can adapt timing based on the relationship and meeting content. Follow up more urgently on pressing issues but allow some breathing room after big presentations.
Other best practices for sales follow-up include:
- Briefly recapping key points discussed or presented
- Expressing thanks for their time and feedback
- Reminding them of next steps or action items
- Providing any promised resources or materials
- Linking to helpful educational content
- Confirming when you will connect next
The goal is to provide value, remind them of your solutions, and keep your business top of mind during the decision process.
For Interviews and Informational Meetings
After interviews and informational meetings, following up within 24 hours is ideal.
For job interviews, prompt follow up creates a positive impression with recruiters and hiring managers. Following up demonstrates:
- Enthusiasm about the role
- Attention to detail
- Strong communication skills
- Appreciation for their time
- Responsiveness and reliability
Even if you don’t have significant updates, a simple note thanking them for the meeting can boost your candidacy.
After informational interviews or mentorship meetings, a timely follow up also allows you to:
- Thank them for their guidance
- Recap useful insights
- Share any helpful resources they provided
- Keep the conversation going
Don’t let more than a day go by without reaching out. The informant took time to advise you, so show them the professional courtesy of promptly sending a recap.
Timeframe – Within 24 Hours Ideal
In summary, for most types of meetings, following up within 24 hours is best practice.
Internal team meetings and external meetings with new contacts especially require quick follow through before important details are forgotten.
Sales meetings and informational meetings allow for slightly more flexibility. You still want to follow up within a few days but can adapt based on the prospect relationship.
The worst approach is taking more than 1 week to follow up or never sending a recap at all. This can completely stall progress on important action items and cause you to miss opportunities.
As a rule of thumb, schedule time on your calendar the day after any substantive meeting to draft and send your follow-up email. Get in the habit to make this a consistent part of your meeting follow through.
Follow-Up Email Best Practices
Crafting the perfect follow-up email takes more than just hitting “send.” Following some simple best practices can dramatically improve your post-meeting communication.
Use a Clear, Descriptive Subject Line
The subject line is one of the most critical parts of your follow-up email. With recipients receiving dozens or hundreds of emails per day, the subject line determines whether your message gets opened and prioritized.
Use the subject to jog their memory. Include key details like the meeting name, date, and purpose.
- “Recap: Project Kickoff Meeting – August 8”
- “Follow Up: Coffee Meeting re Acme Co Partnership – August 10”
- “Software Demo Meeting – Next Steps”
Keep it clear and concise. Limit the subject line to 3-5 easily scannable words. Avoid vagueness.
- “Trade Show Follow-Up”
- “Catching Up After Meeting Last Week”
Add labels for quick identification. Many use brackets or tags like [Recap] [Follow Up] at the start of the subject.
- “[Recap] Weekly Team Sync – August 15”
- “[Follow Up] Coffee re Joining Advisory Board – August 16”
A precise, well-structured subject line allows recipients to instantly identify your email as an important follow-up. This motivates them to open and read your message without delay.
Express Gratitude and Appreciation
Gratitude sets the right tone. After all, your recipients took time out of their busy day to meet with you. So kick off your email by thanking everyone who attended for making the time.
Thank attendees collectively if it was a group meeting.
For example: Thank you all for joining our weekly team sync today. I appreciate everyone being so engaged.
Thank individuals if you had a one-on-one meeting.
For example: Bob, thank you for taking the time to demo your team’s latest software. Seeing the new dashboard in action was very valuable.
Thank participants for specific contributions. This personalizes your gratitude.
For example: Alice, thank you for raising those concerns about our timeline. You brought up excellent points.
Show you were paying attention. Reference something specific you learned or appreciated.
For example: I’m grateful that we could have such an honest discussion about improving company culture.
Sincerely thanking meeting attendees makes your follow-up email feel warm, genuine and thoughtful. People enjoy being recognized for their time and ideas. Heartfelt gratitude kicks things off on a very positive note.
Recap Key Discussion Points and Decisions
Providing a quick recap of the most important discussion topics and decisions is a core component of any follow-up email.
This serves several benefits:
- Jogs attendees’ memories on what was covered
- Crystalizes the key takeaways and conclusions
- Creates alignment and clarity for moving forward
- Provides context for anything else you mention
Approach your recap strategically:
Focus on the highlights. Don’t rehash every minute detail or tangential topic. Synthesize the core points.
Reaffirm decisions and next steps. Ensure everyone is on the same page regarding what was decided and who owns what.
Use bullets, numbers or headers to make your recap visually scannable. Blocks of dense text are difficult to parse.
Share the recap near the top of the email—after your greeting and expression of thanks.
Strike a balance between brevity and comprehensiveness. Cover the key territory without dragging on.
A clear, focused recap ensures everyone shares an understanding of the meeting’s purpose, discussions and conclusions. This aligns attendees around desired outcomes and priorities moving forward.
Outline Action Items and Next Steps
Once you’ve recapped the meeting itself, dedicated space in your follow-up email to clearly outline:
- Any action items and next steps that were agreed upon
- Who is responsible for completing each task or assignment
- Relevant deadlines for taking action
Clarifying next steps is vital because it:
- Turns discussion and strategy into concrete tasks
- Confirms owners and timelines so there is no ambiguity
- Enables attendees to move key initiatives forward
- Drives individual accountability for following through
Here are the action items from today’s meeting:
– Update sales deck for Q3 – Tom by Monday 8/8
– Contact 10 target accounts – Julie by Thursday 8/11
– Set up CRM tracking dashboard – Jamie by Friday 8/12
Outlining action items provides definition around who needs to do what and when after you adjourn your meeting. This propels the needle forward on executing your plans and goals.
Share Relevant Attachments and Links
If certain documents, resources or links came up during your meeting, attach them to your follow-up email as well.
This allows you to efficiently share relevant information discussed, so attendees have access after the fact.
Examples of helpful attachments or links include:
- Meeting slides, agendas or notes
- Images, graphs or drawings reviewed
- Articles or resources recommended
- Templates, worksheets or frameworks
- Videos or webinars referenced
- Reports, eBooks or whitepapers suggested
- Action item lists or project plans
Giving attendees quick access to supporting materials or resources keeps the conversation going. They can review assets that interest them and utilize any tools or templates you provided.
Restate Potential Next Steps in Relationship
If your meeting explored starting a new partnership, agreement or collaboration, reaffirm this in your follow-up note.
Summarize the areas of common interest or opportunity you discussed. Reiterate potential next steps for moving your relationship forward.
This keeps the momentum going and reminds them of:
- Why meeting with you was valuable
- Ways you might work together going forward
- Excitement and enthusiasm on your end
Even if no concrete plans were made, planting ideas around future collaboration makes the possibilities feel more tangible.
Any potential partner will appreciate seeing in writing how working together could create mutual benefit.
Include Specific, Personalized Details
While your follow-up email should have structure and purpose, make sure to personalize it as well.
Include details that make the message feel tailored specifically to the recipient(s):
Reference conversations. Jog their memory of what you discussed.
For example: I appreciate you taking time to explain the concept of viral marketing loops. Definitely an interesting approach!
Mention future plans. Reference any upcoming events like conferences you might both attend or milestone dates.
For example: I hope you have a great trip to Hawaii next month! Definitely well-deserved.
Use names. Address people by name rather than saying “you” generically.
For example: Charlie, I’ll be sure to forward you Jen’s contact info for that introduction.
Add humor. If appropriate/relevant, sprinkle in a bit of light humor.
For example: I know you’ll rock those 3 back-to-back presentations, even if you need a nap afterward!
Personal, human details like this help your follow-up email feel more natural and genuine. Don’t go overboard, but a few individualized touches make a positive impression.
Use a Professional Yet Friendly Tone
It’s important to strike the right tone in your follow-up email. You want to sound professional yet friendly.
Some best practices on tone include:
Avoid overly formal language that feels stilted or arrogant. Don’t use words you wouldn’t in everyday speech.
But also avoid overly casual language or slang. You still want to come across polished.
Be positive and constructive. Even with critical feedback, maintain a solutions-oriented tone.
Show enthusiasm. Let your passion around ideas and opportunities come through.
Be sincere. Use language that feels authentic to your personality and values.
The ideal tone lands somewhere between a cold business document and chatting with your best friend. Find the sweet spot that balances professionalism with approachability.
Add Your Contact Information
Make it easy for recipients to follow up with you by including your contact info at the end of your email signature.
You should include:
Your full name and title – This allows them to easily address you.
Company name – Provides context on where you work.
Email address – So they can easily respond if needed.
Phone number – Gives them an additional way to contact you.
LinkedIn profile – Allows them to learn more about your background.
Your signature gives readers all the key details needed to get back in touch. Plus a great way to passively showcase your brand!
Keep the Email Focused and Scannable
With recipients getting so many emails, you want to keep your follow-up message focused, direct and scannable.
Get to the point quickly. Don’t bury key info under excessive small talk or rambling background.
Use clear section headings. Break up sections with headers like “Recap” “Action Items” “Next Meeting.”
Use bullet points and numbered lists. Dense paragraphs are difficult to digest.
Highlight key terms using bolding, italics or underlines.
Keep it short. Get your message across concisely. Avoid dragging on excessively.
Avoid overstuffing. Don’t try to cram in every detail. Pare down to the essentials.
An easy-to-skim email allows readers to efficiently extract the core information. Don’t make recipients work excessively hard parsing lengthy blocks of text.
Proofread Thoroughly Before Sending
Before hitting send, always proofread your entire follow-up email to catch any errors. Typos and unclear language undermine your professionalism and attention to detail.
Read slowly and carefully – don’t just skim looking for obvious mistakes.
Check for spelling/grammar errors. These create confusion and a poor impression.
Watch for unclear statements. Replace vague language with specifics.
Look for inconsistencies like dates or names. Details must align.
Read your email backwards. This forces you to see each word.
Let it sit then re-read later with fresh eyes if time allows.
Ask someone else to review if it’s a critical email.
Thorough proofing ensures your recap email clearly and flawlessly communicates your intended message. A follow-up filled with obvious errors simply looks sloppy.
Following these best practices will ensure your meeting follow-up emails check all the boxes. With a polished, professional message sent promptly after meetings, you’ll see engagement, retention and action improve.
Follow-Up Email Templates and Examples
Well-structured email templates can make following up after meetings a breeze. Here are some examples for different scenarios, along with analysis of why they work.
Following Up After a Team Meeting
Team meetings often cover important company updates, strategy, and cross-functional projects. Follow-up emails help reinforce understanding of key takeaways.
Example 1 – Weekly Team Sync Recap
Subject: [Recap] Weekly Team Sync – August 15
Thank you for your participation in our weekly team sync today. Here are some key takeaways from the meeting:
- Q3 Goals: We’re currently at 128% of revenue target for Q3 thanks to some big wins from our sales team – congrats! Let’s keep the momentum going.
- New Client Perks: Creative presented some awesome branded gift ideas for new client onboarding. We’ll be moving forward with the branded notebooks – they will make new clients feel special.
- Hiring Needs: Eng is hoping to grow the team by 2-3 frontend developers. Please send any promising candidates you come across their way.
- Office Party: Our annual summer party will be Friday 8/19 at 12pm. Weather looks sunny on Friday – hoping we can set up games in the courtyard!
Please refer back to the meeting minutes in Fellow for a more detailed recap. As always, reach out with any other questions!
Why it works:
- Gratitude + context in the intro
- Recaps 4 key developments
- Highlights are relevant to various teams
- Reference to full notes for more detail
- Follows logical structure
Example 2 – Recap of Brainstorming Session
Subject: Following up on our brainstorming session
Thank you for contributing to yesterday’s energetic brainstorming session on ways we can improve the client onboarding process. Here are some key ideas we discussed:
- Create a brief video that gives new clients an overview of our mission, values and offerings
- Revamp the onboarding packets to modernize the branding and content
- Assign dedicated customer success reps to each new client for first 90 days
- Automate the email drips sent to new users to make them more personalized
Ideas like these will help us stand out and impress new customers from day one. Please keep brainstorming other ways we can wow clients as they get started. We will plan to continue the discussion during next month’s meeting. Let me know if you have any other thoughts in the meantime!
Why it works:
- Thanks them for contributing ideas
- Recaps 4 potential solutions that were suggested
- Ends positively with encouragement
- Gives timeline for revisiting topic
- Clear structure using bullets
Example 3 – Weekly Team Meeting Follow-up
As always, thanks for taking the time to meet today. Here are some key points:
[New Product Launch]
The marketing materials look good to go. @Sam please confirm with Design Team that everything is approved. Let’s plan to launch Sept 1 as discussed.
@Joanne will share the Q3 roadmap deck with Engineering next week for discussion. We’re prioritizing mobile app enhancements and the back-end migration.
@Tim is finalizing dates – looks like we’ll do the offsite first week of December. Location TBD. Please share any venue suggestions!
Huge shoutout to @Lindsay for closing Acme Co account! Her presentation skills and responsiveness were key in sealing the deal.
Let me know if any clarification is needed. Looking forward to next steps!
Why it works:
- Appreciation at top sets positive tone
- Clear headers separate topics
- Concise 1-2 sentence recaps of each discussion item
- @mentions assign action items
- Kudos section ends things on a high note
Following Up After a Sales Meeting
Sales meetings aim to nurture leads, close deals and upsell customers. Follow-up emails continue relationship-building and move opportunities forward.
Example 1 – Initial Consultation Follow-up
I thoroughly enjoyed our initial consultation yesterday. Thank you for taking the time to walk me through your current workflow and challenges. I appreciate you sharing so openly.
As promised, here are a few links I thought could be helpful given the conversation:
- Article on Medication Administration Best Practices: https://www.nursetogether.com/medication-administration-best-practices-for-nurses
- Whitepaper on Reducing Staffing Turnover Through Automation: https://www.healthcaresolutions.com/turnoverwhitepaper
Please don’t hesitate to reach out if I can provide any other resources! I know you have a lot on your plate, so even if it’s just an informal phone call to bounce ideas around, I’m here.
Let me know when you would like to continue the conversation. My calendar is flexible next Tuesday or Wednesday if either works for you. Even a quick 20-30 minutes would allow us to dive deeper.
Why it works:
- Warm thanks and appreciation
- Recaps consultation purpose
- Provides two promised resources
- Offers additional support
- Proposes following up to continue dialogue
Example 2 – Demo Meeting Follow-up
It was so nice to finally meet with you and give an overview of the Popcorn CRM platform. Thank you for attending the demo and sharing your insightful feedback.
As we discussed, Popcorn CRM really shines when it comes to:
- Data Segmentation – Our proprietary algorithms enable hyper-targeted email and messaging at scale
- Mobile Optimization – Fully responsive on any device and seamless mobile app
- Real-Time Alerts – Get notifications immediately when contacts update key fields
Let me know if you would like me to elaborate on any aspects of the platform. I’m also happy to provide access to a sandbox trial environment if you want to explore hands-on.
Please don’t hesitate to reach out with any other questions! I know you have some big decisions ahead. I’m here to provide any information needed to help Popcorn CRM become your sales team’s new secret weapon.
Why it works:
- Warm thanks for attending demo
- Recaps key differentiators and benefits
- Offers additional information and trial access
- Closes with enthusiasm and encouragement
Example 3 – Customer Check-In Follow-up
I’m checking in post-our call last week to see if you’re still encountering issues with the payroll integration. Please let me know if the troubleshooting tips I provided helped resolve the error messages you were receiving.
Also, has your team experienced any lag or freezing when generating real-time reports? This is something a few other customers have reported recently. We’re investigating on our end, but gathering additional data points would be helpful.
Lastly, just wanted to say thanks again for being an awesome Symbol Software customer! It was great learning about how your locations have standardized on our platform. Please don’t hesitate to reach me directly if any other questions come up. I’m always happy to help troubleshoot or provide support.
Looking forward to hearing an update!
Why it works:
- Lead with the context and purpose
- Asks strategic follow-up questions
- Expresses ongoing support and appreciation
- Closes by mentioning eagerness for their feedback
These example follow-up email templates can serve as strong starting points after your own sales meetings. With these best practices in place, your team will demonstrate responsiveness and strengthen ongoing relationships.
Following Up After a Networking Event
Following up after meeting someone at an event or conference is crucial to building new relationships that last. The right template can make your outreach feel natural.
Example 1 – Connecting with New Contact
I enjoyed chatting with you at yesterday’s Digital Marketing Meetup. Thank you for explaining the concept of “multi-channel nurturing” – definitely an interesting idea I want to explore further for my own client outreach processes.
Per the startup guidance we discussed, attached please find a few links I thought might be helpful as you continue developing GrowthCrate:
- Article: “Top 20 Tips for First-Time Founders”
- List of Local Startup Incubators:
Let’s plan to grab coffee in a few weeks once things settle down after the conference. I’d love to hear how your startup pitch goes next Tuesday!
Why it works
- Reminds them of who you are and where you met
- References a specific concept discussed
- Shares relevant resources mentioned
- Proposes meeting again in near future
Example 2 – Thanks and Offer to Connect
Really enjoyed meeting you at the recent Women in Business event and hearing your insights around amplifying diverse voices in marketing campaigns.
Thanks for taking a few minutes to chat – I know evening events can feel hectic trying to connect with many new people. I appreciated you sharing your own career journey – it’s inspiring!
If you’re interested, I would be happy to connect you to a few of our clients here at LeadComm who are working on improving DEI representation in their ad campaigns. There may be an opportunity for a guest blog post or other collaboration. Just let me know if you would like an introduction.
Hope we have the chance to connect again soon! Wishing you continued success.
Why it works:
- Appreciates them taking time to chat at busy event
- References a specific topic discussed
- Offers to connect them with relevant contacts
- Leaves door open for future networking
Example 3 – Introducing Yourself After Conference
I wanted to reach out and introduce myself after seeing you speak at the Social Media Marketing Conference last week. Your keynote on leveraging influencer campaigns was one of my favorite talks!
My name is Amy and I head up social media strategy for Acme Retail. We are looking to pilot an influencer marketing partnership in home goods next quarter. I would love to schedule a brief phone call to ask a few questions about your experience and advice in evaluating potential partners.
Please let me know if you have availability for a 15-30 minute call in the next few weeks. I’m also happy to send some discussion points in advance.
Thanks again for such an informative keynote! Looking forward to potentially connecting.
Why it works:
- Introduces themselves and where they met
- Compliments speaker’s presentation
- Explains they would value their expertise
- Requests a call to ask for advice
Asking for a Follow-Up Meeting
Example 1 – Following Up After Initial Job Interview
Subject: Taylor Davis – FirstChoice Company Interview Follow-Up
Thank you again for taking time to interview me last Tuesday for the Project Manager role at FirstChoice. It was great learning more about the company’s growth plans and approach to team building.
I truly enjoyed our conversation and believe my skills and experience are a strong match for the position. I remain very enthusiastic about the opportunity to join your team.
Would it be possible to schedule a second interview early next week? I’m available Monday or Wednesday morning. Having an additional discussion would allow me to expand on ways I could hit the ground running at FirstChoice.
I look forward to hearing from you regarding next steps. Please let me know if there’s any other information I can provide. I appreciate your time and consideration.
Why it works:
- Thanks interviewer and compliments company
- Reiterates interest and fit for role
- Proposes a specific follow-up interview
- Closes politely with appreciation
Example 2 – Following Up With Prospect
I wanted to thank you again for meeting with me last week to discuss improving project visibility at Bonza Media through better team collaboration.
Based on our conversation, I believe Saga’s project management software could be an excellent solution for challenges like tracking tasks across remote team members. I know you mentioned needing to finalize your annual budgets soon.
Are you available early next week for a quick video call? I’d love to provide a walkthrough of Saga’s dashboards for cross-team visibility. I can also send over a proposal for getting your team onboard with a streamlined budget.
Let me know a few times that work, and I’m happy to schedule a 30 minute session. Looking forward to speaking further!
Why it works:
- Appreciation for initial meeting
- Recaps context and notes pain points
- Offers demo to showcase helpful features
- Requests quick follow-up video call
- Closes with enthusiasm for next chat
Example 3 – Circle Back to Previous Outreach
We initially connected at March’s Social Impact Conference, and I wanted to circle back regarding solar solutions for nonprofits. We had a great discussion on the challenges facing an organization like Greener Tomorrow when it comes to sustainability.
I know you were interested in learning more about potential cost savings from installing solar panels. Would you have time for a quick call next Tuesday or Wednesday afternoon? I can provide an overview of both purchase and lease options given the constraints we discussed.
Please let me know if either of those days could work for a 30 minute follow-up call. I’m happy to outline the models and figures in advance as well. Looking forward to re-connecting!
Why it works:
- Reminds them of initial contact point
- References past conversation showing was listened to
- Follows up on specifics they were interested in learning
- Offers quick call and to provide info they wanted
- Expresses eagerness to connect again
Strategically crafted follow-up email templates like these will help move new relationships forward and nudge existing contacts toward action.
Promoting Your Business or Services
Follow-up emails allow you to position your business as the perfect solution to a prospect’s needs. Strategic messaging and relevant resources help drive this home.
Example 1 – Sending Case Study
Thank you for taking the time to speak with me yesterday and explain your challenges around cart abandonment on FashionHub’s mobile app.
As discussed, we’ve seen other luxury retailers dramatically increase mobile conversions by implementing personalized push notifications to re-engage users.
Attached please find a case study detailing how BrandHero reduced cart abandonment by 51% using targeted mobile nudges. I thought it might be helpful for envisioning what’s possible.
I know you needed to get buy-in from leadership for any mobile initiatives. Please feel free to have them reach out with any other questions! I’m confident we could achieve similarly exciting results improving FashionHub’s mobile CX.
Why it works:
- Recaps relevant pain point mentioned
- References a potential solution discussed
- Shares case study proving the concept
- Closes with confidence in the approach
Example 2 – Offering Free Trial
I wanted to thank you again for taking the time to demo Dash CRM last week. I know you have a lot of options to consider!
Now that you’ve seen Dash in action, I’m happy to provide complimentary access to a 14-day trial environment. That way you can test drive creating campaigns, segmenting contacts, and tracking ROI before making any commitments.
Let me know if you would like me to go ahead and get your trial account spun up. I’m also happy to schedule a call to walk through setup and best practices for getting started.
Don’t hesitate to reach out with any other questions as you wrap up your evaluations! I’m confident Dash can provide the visibility and agility your sales team needs.
Why it works:
- Appreciation for taking demo amidst busy schedule
- Offers free trial access to explore further
- Offers guided setup call to provide white-glove onboarding
- Closes confidently affirming value proposition
Example 3 – Sharing Relevant Article
I hope you had a great weekend! It was so nice catching up last week to hear about how MindFlex is scaling internal communications as the team expands internationally.
After we spoke, I came across this helpful article with tips on nurturing company culture across global offices:
[Link to Article]
Thought you and your leadership team might find the suggested rituals and remote team bonding activities useful. Definitely some good ideas in there!
Don’t hesitate to reach out if you would like to brainstorm further. I’m always happy to offer insights on strengthening distributed teams. Wishing you the best with the new Singapore office launch!
Why it works:
- Casual, friendly tone starting with weekend wishes
- References recent conversation to provide context
- Shares relevant article given their situation
- Offers ongoing support and partnership
Thanking an Interviewee or Mentor
Expressing gratitude is an essential piece of any follow-up. Use these tips after an informational or mentoring session.
Example 1 – Thanking Interview Subject
Thank you again for taking the time to speak with me last week for the Salute magazine founder interview series. It was incredibly valuable having the chance to learn about your entrepreneurial journey founding GlamHub.
I sincerely appreciate you being so open and candid throughout our conversation. The insights you shared around overcoming early challenges as a solopreneur will really help inform and inspire other founders.
Please find the draft article attached for your review. Let me know if you would like me to include any other perspectives or if any information should be kept off the record. I will plan to include any quotes and details you feel comfortable with.
Thank you again for contributing your story. Your example reminds us all that with grit and passion, we can turn challenges into something beautiful.
Why it works:
- Warm thanks for giving their time
- Appreciates their openness and candor as an interviewee
- Shares draft showing them respect and allowing review
- Closes with praise for their accomplishments
Example 2 – Thanking a Mentor
Dear Mr. Jeffries,
I wanted to send you a quick note thanking you again for offering your mentorship expertise and taking time to meet with me over the past month. Our weekly coffee chats have been invaluable.
Discussing my career path options and gaining your strategic insights on positioning myself for future leadership roles has been fascinating and extremely helpful. Our conversations always leave me energized and full of new ideas to apply.
Please know that I sincerely appreciate you sharing your hard-won knowledge and experience. Landing a mentor of your caliber has been life-changing. Thanks for inspiring me to think bigger and push outside my comfort zone.
Let’s plan to grab coffee again next Thursday if your schedule allows. Please also let me know if there is ever anything I can do to return the favor.
Why it works:
- Sincerely thanks them for mentoring guidance
- Notes sessions are fascinating and energizing
- Expresses gratitude for their willingness to mentor them
- Offers to find ways to help them in return
Example 3 – Thank You for Informational Meeting
I wanted to send a quick note to thank you again for taking time to meet with me yesterday. It was so helpful to hear your perspective on transitioning from marketing into product management.
I really appreciate you walking me through your own career path and sharing examples of projects that allowed you to showcase PM skills from your marketing roles. Great advice.
Let me know if it would ever be helpful for me to lend some marketing strategy experience in return! I’m always happy to provide another set of eyes on campaign plans, positioning, etc. Just say the word.
Thanks again for the informational interview. It was a pleasure learning from you!
Why it works:
- Opens with thanks for taking the time
- Recaps specifically what was most helpful
- Offers to lend their own expertise in return
- Concludes expressing it was valuable
The right follow-up email can share gratitude, strengthen relationships, and position you as a problem-solver. With these templates and strategies, you’re on your way!
Tips for Following Up Without Being Annoying
You want your follow-up emails to nurture relationships, not nag recipients. Use these tips to ensure your outreach lands well.
Use a Polite and Friendly Tone
The tone and language of your follow-up email will significantly impact how it is received. You want to come across as polite, friendly and considerate.
Here are some tips on tone:
Lead with gratitude and appreciation – Start by thanking them for their time and insights.
Use warm and enthusiastic language – Phrases like “I enjoyed our conversation” or “Looking forward to connecting again!”
Avoid urgent demands or passive aggression – Don’t say “Need this ASAP!” or “Checking in yet again…”
Ask politely for responses – Say “Please let me know if…” rather than “Get back to me when…”
Keep it conversational – Write like you speak in person. Avoid stiff, overly formal language.
Use positive language – Say you “appreciate their perspective” vs “disagree with their opinion.”
Show interest in their needs – Highlight how you can be helpful and add value.
Polite, thoughtful language makes your outreach more inviting. You want recipients to perceive you as positive and supportive rather than pushy or impatient. Taking the extra care with tone helps nurture relationships for the long haul.
Personalize Each Email
One of the quickest ways to come across as annoying rather than thoughtful is sending generic, bulk messages. You want to personalize each follow-up email.
Ways to personalize your outreach include:
Referencing specifics from your meeting – Jog their memory about what you discussed.
Using their name – Address them directly rather than using “Hey” or “Hi there.”
Mentioning shared interests or connections – This builds rapport.
Including personalized questions – Ask something specific to them rather than a generic query.
Sharing tailored resources – Send content you think they will genuinely value. Don’t blast the same eBook to your whole list.
Making unique offers – Provide options customized to problems they face rather than a blanket sales pitch.
Using a warm, casual tone – Write conversationally as you would speak to the person.
Personalized follow-up demonstrates you were listening, valued their time, and see them as more than just a lead. It strengthens professional relationships and keeps you top of mind.
Only Follow Up as Often as Needed
You don’t want to overwhelm recipients with constant follow-up emails. Here are some tips on frequency:
Typically 1-2 follow-up emails max – Don’t barrage them with endless emails if they don’t respond.
Add value with each note – Don’t just repeat yourself or ask “Did you get this?” Demonstrate ongoing value.
If no response, wait 1-2 weeks before following up again – Give them time to review rather than nudging daily.
For long sales cycles, follow up monthly – Check in periodically without badgering.
When in doubt, ask their preference – Say “Let me know if monthly check-ins work or if you’d prefer a different cadence.”
Gauge frequency based on relationship – Follow up more with close colleagues vs new prospects.
Increase or decrease based on responses – If they engage, keep communicating. If no replies, pull back.
Use a CRM to track – platforms like HubSpot enable you to customize follow-up frequency and content.
Strategic follow-up requires a balance – you need to stay top of mind without becoming a nuisance. Gauge each contact and relationship to determine ideal spacing.
Provide Value in Each Follow-Up
Follow-up just to follow up quickly becomes frustrating. Each outreach should offer recipients something useful.
Ways to add value include:
Share relevant information – Provide articles, case studies or reports they will find interesting.
Give helpful tools or templates – Send frameworks, calculators, guides that solve problems.
Highlight noteworthy accomplishments – Mention promotions, new products or awards that impress.
Offer recommendations – Suggest other useful contacts, service providers or resources.
Provide special offers or trials – Give sneak peeks, discounts and free access if appropriate.
Send personalized insights – Offer observations tailored to their situation vs generic advice.
Ask thoughtful questions – Demonstrate ongoing interest in understanding their needs.
Request feedback – Asking for their perspective shows you value their input.
Express appreciation – Simple gratitude and acknowledgement goes a long way.
When you consistently add value, recipients will look forward to your emails rather than ignore them. Helpful follow-up makes you a partner, not a pest.
Give Recipients Time to Respond
People are busy, and your follow-up is not always their top priority. Avoid making presumptions or getting impatient if they don’t respond instantly.
Here are some tips on allowing response time:
Expect at least a few days delay – Assume they will need time to review notes and materials. Don’t nudge the same day you send a follow-up.
Account for travel or PTO – They may be in an important meeting or away from their normal schedule.
Note time zones – If in different countries, account for significant time differences.
Consider their workload – Some roles are incredibly hectic and may delay quick responses.
Ask their preference – You can say “Let me know if you would prefer I followed up in a week rather than a few days.”
Avoid assumptions – There could be many valid reasons for the delay besides disinterest.
Be flexible – Offer options like “If this week doesn’t work, we can reschedule for next month.”
Rushing recipients or making them feel guilty for not responding immediately creates a negative tone. Proactively communicate that you understand they are busy people.
Following up thoughtfully without being annoying requires personalization, value, patience and empathy. With these tips, you will remind recipients to prioritize your emails rather than ignore them.
Q&A About Effective Follow-Up Emails
Let’s review answers to some frequently asked questions about properly following up after meetings.
How do you politely follow up a meeting?
The polite way to follow up a meeting is to:
- Thank attendees for their time and participation
- Recap any decisions made or goals set
- Share meeting notes, action items and next steps
- Use a warm, enthusiastic yet professional tone
- Focus on being helpful and adding value
- Avoid demanding urgent action or responses
Polite follow-up demonstrates genuine appreciation, nurtures the relationship, and positions you as reliable and solution-oriented.
How do you professionally say follow up?
Some professional ways to phrase a follow-up include:
- “Following up on our last meeting…”
- “Just circling back regarding our discussion…”
- “Wanted to touch base regarding next steps…”
- “I’m checking in to see if you had any other thoughts…”
- “I know things have been busy, but wanted to reconnect…”
Use language that is clear yet friendly. Avoid being too pushy or informal. Strike the right balance.
How do you write a follow-up email for a meeting?
Key components of an effective post-meeting follow-up email include:
- Thank attendees for their time
- Briefly recap key discussion points
- Outline any agreed upon action items
- Share relevant meeting notes or documents
- Express interest in continuing the relationship
- Add your signature with contact info
Keep the email concise, personalized, and focused on being helpful. Send it within 24 hours while the meeting is still fresh.
How do you respond to a follow-up meeting request?
To respond to a request for a follow-up meeting, be sure to:
- Thank them for their initial meeting
- Express continued interest in discussion
- Suggest a few potential dates/times when you’re available
- Keep the email brief but friendly
- Mention looking forward to meeting again
Politely responding helps move the relationship forward and shows you value continuing the dialogue.
Is it correct to say a “gentle follow up”?
Yes, “gentle follow up” is an idiomatic phrase used to describe a nudge or reminder without being too pushy. For example, you may say:
“Just sending a gentle follow up to see if you had a chance to review the proposal.”
This soft language conveys the reminder without being aggressive.
Is it correct to say “follow up on a meeting”?
Yes, “follow up on a meeting” is a standard phrase in business communication. For example:
“Let’s schedule a call to follow up on our meeting from last week.”
This makes it clear you want to have an additional discussion to review the initial meeting. The language is appropriate and commonly used.
What’s a better word for follow up?
Some alternatives words and phrases for follow up include:
- Check in
- Circle back
- Touch base
- Continue the dialogue
- Expand the conversation
Using some variety avoids sounding overly repetitive and redundant. But “follow up” is also perfectly acceptable.
How do you follow up without being annoying?
Some tips to avoid annoying recipients with your follow-up include:
- Personalize each email – don’t copy-paste generic templates
- Add value by sharing useful information or resources
- Only follow up as frequently as needed
- Use a polite, friendly tone – never demanding or aggressive
- Be patient and allow recipients time to respond
- Mention being flexible if the initial date doesn’t work
Thoughtful, personalized follow-up demonstrates respect for others’ time and priorities. This nurtures the relationship so they look forward to your emails.