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How To Write The Best Follow-Up Email After a Meeting

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Published on
December 9, 2022

Network relationship management, like baseball, is a game of little victories and losses, where the hero who goes the extra mile usually triumphs.

It's easy to pay attention to post-meeting follow-up when you're busy ensuring the meeting goes well from beginning to end and doing all of your tasks.

Whether or not you sign a new client or whether or not your employees complete their action items depends on whether or not you send a follow-up email following the meeting.

It has been shown that sending a single follow-up email may raise the response rate from 9% to 13%.

As a result, let's discuss what a follow-up meeting email is, why it's significant, and how to write one.

This is particularly the case if you compete in a commoditized market, where the differences between you and your rivals are slight. One of those little extras that might mean the difference between success and failure is sending follow-up emails.


How To Write a Follow-Up Email After a Meeting

What is a meeting follow-up email?

After a meeting, you may send a follow-up email to the participants. These people might be members of your team, your supervisor, or anybody else with whom you've met.

With this, you may express your gratitude to those who accommodated your request for a meeting and provide a condensed version of your meeting notes to those unable to attend.

What is a meeting follow-up email?

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Why is it important to follow up? 

There are several reasons behind the importance of following up after a meeting, which are discussed below. 

Consumers tend to remain loyal.

Customer care and accessibility are conveyed via follow-up communications with clients. Because of this, clients tend to patronize your company for a longer duration.

Improves upon traditional advertising techniques

When you provide exceptional service to your customers, they will never forget you. In addition, 96% of consumers say that excellent customer service is critical in deciding which brands they would continue to patronize. With "follow-up" serving as shorthand for customer service, satisfied clients will spread the word. Therefore, comments about your brand may apply even if you're unaware of it (and there is nothing like simple word of mouth). Effective advertising is this simple.

Also Read: Tips For Linkedin Posts To Boost Engagement

Ensures that clients feel valued

Who doesn't like receiving special treatment? As a consumer, I appreciate being the center of attention and being treated with respect. I always feel respected when someone asks for my comments, and that's also true of you. Therefore, follow-ups make clients feel valued, raising their trust in the business.

Clients remain loyal

Following up with consumers conveys a sense of consideration and accessibility. Customers stay with your company longer because you are constantly available, which is why.

Follow-up considerations based on meeting type

Different follow-up emails result from various meetings. For instance, a follow-up for a sales meeting differs significantly from one for an internal appointment.

Based on the sort of meeting, take into account the following when writing your following follow-up email:

Internal team meetings

Use follow-up emails to provide materials and discuss subsequent actions for conflict-free meetings. Your follow-up email after a team meeting should emphasize the importance of building rapport and reaching a consensus. Be careful to address any issues raised by team members at the meeting in an accompanying email. Extra credit if you provide next-step suggestions for overcoming these obstacles.

Internal team meetings

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Sales meetings

Every step of the sales process should be geared toward further cementing your relationship with the prospect. Reconnect with leads and opportunities with email follow-ups, where you may demonstrate your listening abilities by highlighting key points from your conversations and offering valuable educational materials.

Customer meetings 

Product marketers and customer success managers may learn a great deal by talking to their clientele about the problems they're facing in the workplace and how your company's offerings are helping them. Please send an email to show appreciation, restate their most common complaints, and explain how your team plans to address them.

Also Read: How To Create A Sales Pipeline In 6 Easy Steps

Interview meetings

When a marketer wants to learn more about a specific business, they may do an informational interview with a company employee who isn't a consumer. This is typically done to create some content or asset. Thank them for their time, reaffirm your intention to use their suggestions, and extend an invitation to ask questions in follow-up emails. 

Things to include in a meeting follow-up email 

It would be best if you never forget certain things, including in a meeting follow-up email. These are-

Things to include in a meeting follow-up email

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Be prompt

Keep in mind that your reader has limited patience. Eliminate preambles, redundancies, and excessive information to concentrate on getting to the point.

Show appreciation

It's only sometimes simple to squeeze a meeting into your busy schedule as everyone else does. You should be spending your time wisely by attending a discussion rather than getting critical work done in the time that you have available. As a result, you must convey your gratitude to the people who attended your meeting and demonstrate appreciation.

It is essential to express gratitude for your team members since doing so helps to establish trust and cultivates a positive working connection between you and your fellow employees.

Recap the meeting

No situation is more embarrassing than leaving a meeting without recollection of what was said. Because your mind was so preoccupied with the most recent matter that was addressed, all of the decisions that were made in the past have been completely forgotten. As a result, it is essential to include a summary of the meeting in the follow-up email you send.

Now that the meeting is over, you may wonder how to write a follow-up meeting review. Now, let's have a look at the many crucial details that you need to include:

  • A record of all of the topics that were addressed at the meeting.
  • A list of the objects that require action and the people who are responsible for taking them
  • Any reference materials that were used throughout the meeting
  • A remembrance for the next gathering.

Summarize key decisions

It is vital to summarize your meaningful choices in the email you send as a follow-up to the meeting since doing so will guarantee that the conference participants are aware of the primary takeaways from the discussion. Having meetings that provide no purpose is a waste of everyone's time.

As a result, providing a concise summary of the most important choices made during the meeting will serve to jog the participants' memories about the reason for holding the conference and the nature of that purpose.

In addition, it's only sometimes possible for everyone to be present at a meeting. It is possible that they are unavailable since it is either their day off, they are now participating in another session, or they have excessive work to perform.

In any event, those individuals who were unable to attend the meeting but still need to be kept abreast of the pertinent information may do so by receiving a meeting follow-up email that provides a summary of the most relevant conclusions.

Add next steps

You must include the call to action and the subsequent actions when drafting the email for the follow-up meeting. Once again, this will remind participants of their following measures in case they need to remember.

Because it will be written down and easy to obtain anytime it is needed, this will also ensure that everyone is responsible for the actions that come after this one.

Again, those who could not make it to the meeting miss out on something essential by not being there. Even if someone could not attend the meeting, it is quite probable that they were still given an action item or next step to take.

As a result, this will guarantee that those unable to attend the meeting are aware of the obligations assigned to them.

Automate follow-ups with Alore

  1. Get a clean slate

Forget about your previous strategy's follow-up sequences and start fresh. Put them out of your mind and begin again with a clean slate.

We intend to change your automated follow-up system completely. Making changes to or adding to the current setup would only result in minor enhancements. Make something completely new, motivated by the need to boost efficiency. 

2. Location Selection

We recommend doing two sets of follow-ups: one for potential consumers and another for existing ones. Once prospects have become paying customers, your focus should change from lead nurturing to customer retention, upselling, and word-of-mouth marketing.

Consider what would make your contacts happy as you develop your new approach to contact management. Before and after a customer makes a purchase, what do you want them to experience from you?

There is no magic formula for creating the "ideal" experience. You bring it into being by visualizing and defining it and then taking action.

3. Plan out your activities for the journey

Your mission statement articulates where you want to go; the next step is to figure out how you'll get there.

Give some thought to the question, "What would my ideal automatic follow-up accomplish for me?"

Here is the place to carefully define what constitutes a successful automated follow-up.

At this point, all we're doing is making a wish list. The objectives here should be outlined in a manageable amount of detail or quantified. It's for the best that they aren't. Next, we'll get more detailed on how to track your progress toward these objectives and how to celebrate success.

At least for now, don't stress yourself about how you'll manage to pull this off. Instead, think about what you want to achieve without worrying about whether or not it is possible. That's a sure way to dampen your aspirations and inhibit your creativity.

4. You Can Get There "By..."

Now that you have a clear idea of where you want to go and what you want to accomplish, you can map out a plan to get there. To each objective, add a sentence starting with "by..." It takes work to think about all the possible means of achieving these goals. Again, keep your creative process open based on what you believe is possible; doing so can lead you to overlook some of your most exciting and valuable ideas. Write out every viable strategy you can think of to achieve each objective.

You probably have thought about the first five solutions. It would be best if you didn't stop thinking about it once you've come up with three to five solid ideas. Don't give up, but rather, keep going. Never end your efforts there.

5. Plan Ahead

Using pen and paper helps determine the precise steps to take in an automated follow-up system. To begin, make sure you have enough paper on hand. Numerous thoughts will be scribbled down and crossed out.

That's the goal, after all.

If you find this simple and don't find yourself wondering how everything will go together, then you aren't ambitious enough. If that's the case, you'll need to start from scratch.

The purpose of an automated follow-up is to strengthen your connection with clients by responding to their demands and maintaining their attention. Imagine yourself piecing together a puzzle while doing this. You have all the parts, and you're attempting to assemble them in a way that will lead potential customers smoothly through your sales channels.

6. Consider the Future and Prepare for It

The next stage is to implement a plan of action after you've concluded that it will lead you to the desired outcome (step two) and help you reach your desired results (step three).

Make a list of everything you'll need to implement your approach. Having information like emails and free reports available to your audience is essential. However, you may need to introduce brand-new procedures, such as "one-click upsell" scripts, visual designs, and referral programs.

Tips for writing great follow-up emails

Lastly, it would be best if you had some excellent tips for writing great follow-up emails, so here we go.

Send it within 24 hours of the meeting.

It is essential to send an email about the follow-up meeting within the next 24 hours. This is vital so that participants do not have to wait more than a day to check back on everything discussed at the meeting, allowing them to do so immediately.

This is particularly significant since it highlights the obligations of the participants and encourages them to get started on the subsequent actions they need to take in their process.

Last but not least, this will demonstrate to prospective customers that you are proactive in getting things done, which will reflect well on your meeting etiquette skills.

Keep it short and to the point.

Your client only has part of the day. So try to keep your email short. It would be best to jot down your points and write to the point. Points are always an eye-catcher. So always try to write emails to the point.

Clarify and assign action items 

Envision this... While you're at this meeting, your supervisor inquires about the progress of last week's tasks. There is a pause as everyone glances around, but no one says anything. And then it hits you... Nobody did them. And so it went: Manuela suspected Kamela, Kamela suspected Hannah, Hannah suspected Nicole, and nobody did anything.

To prevent tasks from falling through the cracks, it's crucial to provide specifics in follow-up emails on what needs to be done and who is accountable for it. It's not the team's obligation to make sure everyone does their work; instead, it's the responsibility of the people you've specifically tasked to accomplish it.

End on a positive note 

Last but not least, make sure your follow-up email ends with a positive tone. An upbeat conclusion will encourage workers to take on their tasks with confidence. This will also help to create a safe space where employees may feel comfortable expressing themselves at work. Utilizing a Fellow template eliminates the need for follow-up meeting emails and boosts in-person and remote collaboration. 

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