Free templates
Meeting follow-up email templates
Eight short follow-up emails for the meetings executives have most often. Each one states what was decided, who does what by when, and what happens next. Copy one, fill in the parts in brackets and send it the same day.
After a sales call
Send within a few hours of a first or second call with a prospective customer.
Subject: Following up on today's call: [Topic]
Hi [Name], Thanks for the time today. Here is what I took away: 1. [Their main problem, in their words] 2. [What matters most to them in a solution] 3. [Any constraint: budget, timing, approval] As agreed, I will send [proposal, pricing, case study] by [date]. You mentioned [Name] should see it too; happy to include them on the next call. Does [day and time] work for that conversation? [Your name]
After an internal decision meeting
Send the same day to everyone who attended, so the decision is on record.
Subject: Decision and next steps: [Topic]
Hi all, We decided to [decision]. The main reason was [one sentence]. Next steps: - [Owner]: [action] by [date] - [Owner]: [action] by [date] - [Owner]: [action] by [date] We agreed not to [option ruled out] for now. We will check progress on [date]. If I have anything wrong, reply today so I can correct it. [Your name]
After a board or investor meeting
Send within a day, to the board members or investors who attended.
Subject: Thank you, and follow-ups from [date]'s meeting
Dear [Names], Thank you for the discussion on [date]. A short summary of where we landed: - [Decision or approval, if any] - [The question the board asked us to come back on] We owe you: - [Item] by [date] - [Item] by [date] [Name] offered an introduction to [person or company]. [Name], I will send you a short note you can forward. The next meeting is on [date]. We will circulate the materials a week ahead. Best, [Your name]
After interviewing a candidate
Send within a day, as the hiring manager, to a candidate you spoke with.
Subject: Thank you for today, [Name]
Hi [Name], Thank you for talking with me today about the [role] role. I enjoyed hearing about [something specific they said]. Next, you will [hear from Name to schedule, or meet the team, or receive a short exercise] by [date]. We expect to make a decision by [date]. If any questions come up in the meantime, reply to this email. [Your name]
After a meeting that ended without a decision
Send the same day when a meeting ran out of time or needs more information.
Subject: [Topic]: what we need before we decide
Hi all, We did not reach a decision on [topic] today. To decide on [date], we need: - [Information or analysis] from [Owner] by [date] - [Input] from [Owner] by [date] The options still open are [option A] and [option B]. If you think there is a third, send it before [date]. I have kept [time] on [date] for us to decide. [Your name]
A nudge when nobody replied
Send about five working days after a follow-up that got no answer.
Subject: Re: [Original subject]
Hi [Name], Checking in on my note from [day]. The open question is [question, in one line]. If it helps, I can [make it easier: send a shorter version, set up 15 minutes, take it off your plate]. If now is the wrong time, tell me when to come back to it. [Your name]
After a call with a vendor or partner
Send after a call where the other side owes you something, such as a quote or a revised contract.
Subject: Next steps from our call: [Topic]
Hi [Name], Thanks for the call. To confirm what we agreed: - You will send [quote, revised terms, timeline] by [date]. - We will [review, share requirements, confirm budget] by [date]. Our deadline for a decision is [date], because [reason, such as a launch or contract end]. Please copy [Name] on your reply; they own this on our side. [Your name]
A recap for people who missed it
Send to anyone who was invited but could not attend, or who needs the outcome without the discussion.
Subject: What you missed: [Meeting name], [date]
Hi [Names], A short recap of [meeting name] in case it is useful. Decided: [decision]. Still open: [question], due [date]. For you: [anything they need to do or know], by [date]. The notes are here: [link]. Reply if you have a view on the open question before [date]. [Your name]
What should a meeting follow-up email include?
A good follow-up says what was decided, who does what by when, and what happens next. People who were in the room use it to check their memory. People who were not use it in place of the meeting.
- The decision, in one sentence, with the main reason.
- Each action item with one owner and one date.
- What was ruled out, if it is likely to come up again.
- The next point of contact: a date, a meeting or a deliverable.
- An invitation to correct anything that is wrong, with a short deadline.
When should you send a follow-up email?
Send it the same day, ideally within a few hours. Memories of who agreed to what start to differ quickly, and a written record sent early is the one people accept.
For meetings with outside people, such as customers, candidates or investors, a quick follow-up also shows how you work. A note that arrives three days later says the meeting was not a priority.
How do you write action items people actually do?
Give every action item a single owner, a specific outcome and a date. "Marketing to look at pricing" rarely gets done. "Priya: send the revised pricing table by Thursday" usually does.
Put the owner's name first, so each person can find their own items quickly. If an item has no owner by the end of the meeting, say so in the email and name who will assign it.
Keep the list short. If a meeting produces more than five or six action items, some of them belong in a project plan, and the email should link to it.
Questions people ask
How long should a follow-up email be?
Short enough to read on a phone in under a minute. Most good follow-ups are 80 to 150 words: the decision, the action items and the next step.
Who should send the follow-up?
Whoever called the meeting, or the person who owns the outcome. If a meeting has no obvious owner, agree who will send the recap before it ends.
Should I send a follow-up if nothing was decided?
Yes. Say plainly that no decision was made, list what is needed before one can be, and name the date you will decide. That keeps the topic from drifting.
How long should I wait before nudging someone who did not reply?
About five working days for most business emails. If you gave a deadline in the original email, nudge a day or two before it.
Can I use these templates for free?
Yes. Copy them, change them and use them however you like. You do not need an account.
Can an assistant write the follow-up for me?
Bumblebee can. After a meeting it drafts the recap and action items from what you told it, saves the draft in your Gmail drafts for you to check, and keeps track of the action items afterwards. By default nothing is sent until you approve it.
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Related
- AI meeting follow-upWhen a meeting ends, Bumblebee drafts the recap in your Gmail Drafts, keeps the action items as promises, and nudges you when someone has gone quiet.
- AI email assistantBumblebee reads your Gmail, tells you what needs you, writes replies in your style into Drafts, and by default sends nothing until you approve it on one card.
- AI meeting prepAbout 30 minutes before a meeting, Bumblebee sends a brief: who is coming, your last exchanges, what is still open, the files involved and points to have ready.
Or let your assistant write the follow-up.
Bumblebee drafts the recap from what was said and agreed, saves it in your drafts, and keeps track of every action item.
Bumblebee is in a closed alpha. Sign in with your email; if you are not invited yet, you join the waitlist and we write when a place opens.