Top 20 Meeting Follow Up Email Templates

You nailed the meeting! Ideas worked and feeling positive about the next steps. But do you think the process is over? Not at all, To convert the leads into clients and to stay with the trend, a strong follow up email is essential.

This article equips you with the 20 best customizable meeting follow up email templates designed for various situations. Whether you’re following up with a client, a colleague, or a potential new hire, you’ll find the perfect template.

 A study by Experian found that personalized emails have 29% higher unique open rates and 41% higher unique click rates than non-personalized emails.

So, let’s move your goals forward and keep everyone on the same page with the help of email templates.

Why do Follow Up Emails Matter?

Following up after a meeting is more than showing politeness. Some of the strategic approaches to building a strong relationship with clients are, 

• Reinforce your message: A follow up email gives clarity to the main points while discussing during the meeting, ensuring that everyone is on the same page.
  
  
• Show your commitment: Demonstrate your dedication to the project or relationship, leaving a positive impression on the other side.
  
  
• Prompt action: A well-crafted follow up email can encourage the recipient to take the next steps, by providing feedback, scheduling a meeting, and moving forward with a decision.
  
  
• Build trust: Consistent communication helps establish trust and reliability, which is essential for long-term professional relationships.

Best Practices for Writing Follow Up Emails

Before diving into the templates, review some best practices for crafting effective follow up emails. Some of the best practices are,

Top 20 Meeting Follow Up Email Templates

1. After an Initial Meeting

Subject: Great to Meet You at [Event/Location]!

Hi [Name],

It was a pleasure meeting you at [Event/Location] and discussing [topic]. I thoroughly enjoyed learning about your experience with [specific point] and appreciated your insights on [another point].

I would love to continue our conversation and explore potential collaboration opportunities. Please let me know if you would be interested in scheduling a follow up call or meeting to discuss this further.

Best regards,

[Your Name]

2. Following Up on Action Items

Subject: Action Items from Our [Date] Meeting

Hello [Name],

Thank you for taking the time to meet with me on [date] to discuss [topic]. I wanted to follow up on the action items we identified during our discussion:

[Action Item 1] – [Person Responsible] – [Due Date]

[Action Item 2] – [Person Responsible] – [Due Date]

[Action Item 3] – [Person Responsible] – [Due Date]

Please let me know if you have any questions or concerns about these action items. I look forward to our continued collaboration on this project.

Best,

[Your Name]

3. Requesting Feedback

Subject: Seeking Your Feedback on [Project/Proposal]

Dear [Name],

I hope this email finds you well. During our meeting on [date], we discussed the [project/proposal] and agreed that I would share the draft with you for feedback.

I have attached the [project/proposal] document for your review. I would greatly appreciate your insights and suggestions on how we can further improve it. Please feel free to provide your comments directly in the document or reply to this email with your thoughts.

Thank you in advance for your valuable input. I look forward to hearing from you soon.

Best regards,

[Your Name]

4. Scheduling a Follow Up Meeting

Subject: Let’s Schedule Our Next Meeting

Hi [Name],

I hope you’ve had a great week since our last meeting on [date]. We had a productive discussion about [topic], and I believe it’s important to maintain our momentum.

I would like to propose scheduling our next meeting to further discuss [specific points] and determine the next steps. Please let me know your availability for the upcoming week, and I will be happy to send out a calendar invite.

Looking forward to our continued collaboration.

Best,

[Your Name]

5. Thanking Attendees

Subject: Thank You for Attending Our [Meeting Name]

Dear [Name],

I wanted to express my sincere gratitude for your participation in our [meeting name] on [date]. Your insights and contributions to the discussion were invaluable, and I believe we made significant progress toward our goals.

As a reminder, we agreed on the following next steps:

[Next step 1]

[Next step 2]

[Next step 3]

I will be following up with each of you individually regarding your specific action items. In the meantime, please don’t hesitate to reach out if you have any questions or concerns.

Thank you again for your time and dedication.

Best regards,

[Your Name]

6. Thank You Email

Subject: Thank You for Your Time and Insights

Dear [Name],

I wanted to take a moment to express my sincere gratitude for meeting with me on [date] to discuss [topic]. Your insights and expertise were invaluable, and I thoroughly enjoyed our conversation.

I particularly appreciated your thoughts on [specific point] and how we might approach [challenge or opportunity]. Your perspective has given me much to consider as we move forward with this project.

Thank you again for your time and willingness to share your knowledge. I look forward to the possibility of collaborating with you in the future.

Best regards,

[Your Name]

7. Recap Email

Subject: [Meeting Name] Recap and Next Steps

Hello [Name],

Thank you for participating in our [meeting name] on [date]. I wanted to provide a quick recap of the key points we discussed and outline the next steps we agreed upon.

Key Points:

[Point 1]

[Point 2]

[Point 3]

Next Steps:

[Action Item 1] – [Person Responsible] – [Due Date]

[Action Item 2] – [Person Responsible] – [Due Date]

[Action Item 3] – [Person Responsible] – [Due Date]

Please let me know if I have missed anything or if you have any questions or concerns about the next steps. I am excited about the progress we have made and look forward to our continued collaboration.

Best,

[Your Name]

8. Proposal Follow Up

Subject: [Proposal Name] – Quick Follow Up

Hi [Name],

I hope you have had a chance to review the [proposal name] I sent on [date]. I wanted to follow up and see if you had any questions or feedback.

Our proposal outlines how [your company] can help [client company] achieve [specific goal or benefit] through our [product or service]. We believe this solution aligns well with your objectives and would be happy to discuss any adjustments or clarifications needed.

Please let me know if you would like to schedule a call to discuss the proposal further or if there is any additional information I can provide to assist in your decision-making process.

Thank you for your consideration. I look forward to hearing from you.

Best regards,

[Your Name]

9. Meeting Request

Subject: Meeting Request – [Topic]

Dear [Name],

I hope this email finds you well. I am reaching out to request a meeting with you to discuss [topic or project]. I believe your expertise and insights would be invaluable as we explore [specific aspect or challenge].

I would like to propose the following agenda for our meeting:

[Agenda item 1]

[Agenda item 2]

[Agenda item 3]

Please let me know your availability for a [length of meeting] meeting over the next couple of weeks. I am happy to work around your schedule to find a time that is most convenient for you.

I am looking forward to the opportunity to collaborate with you on this important initiative.

Best regards,

[Your Name]

10. Introduction Email

Subject: Introduction and Meeting Request

Dear [Name],

I hope this email finds you well. My name is [Your Name], and I am [your role] at [your company]. I have been following your work in [relevant field or industry] and am impressed by your [specific accomplishment or expertise].

I believe there may be potential synergies between our organizations, particularly in the area of [specific topic or project]. I would love the opportunity to meet with you and discuss how we might collaborate or learn from each other’s experiences.

If you are open to the idea, I would like to propose a brief [length of meeting] meeting at your convenience. Please let me know if you are interested and what times might work best for you.

Thank you for considering my request. I look forward to the possibility of connecting with you soon.

Best regards,

[Your Name]

11. Meeting Confirmation

Subject: Confirming Our Meeting on [Date]

Hi [Name],

I wanted to confirm our upcoming meeting scheduled for [date] at [time] to discuss [topic or project]. The meeting will be held [location or video conferencing platform], and I have included the necessary details below:

[Meeting details, such as location, dial-in information, or video conferencing link]

Please let me know if you need any additional information or if there are any changes to your availability. I am looking forward to our discussion and the opportunity to [specific goal or objective].

Best regards,

[Your Name]

12. Meeting Rescheduling

Subject: Need to Reschedule Our [Date] Meeting

Dear [Name],

I apologize for the short notice, but I need to request that we reschedule our meeting originally planned for [date] at [time]. [Brief explanation for rescheduling, if appropriate].

I would still very much like to meet with you to discuss [topic or project]. Please let me know your availability for the following dates and times:

[Option 1]

[Option 2]

[Option 3]

If none of these options work for you, please suggest a few alternative dates and times, and I will do my best to accommodate your schedule.

Thank you for your understanding and flexibility. I apologize for any inconvenience this may cause.

Best regards,

[Your Name]

13. Meeting Cancellation

Subject: [Meeting Name] Cancellation

Dear [Name],

I regret to inform you that I need to cancel our scheduled meeting on [date] at [time] due to [brief explanation for cancellation, if appropriate].

I apologize for any inconvenience this may cause and want to assure you that I value your time and input. I would still like to discuss [topic or project] with you and will reach out soon to find a mutually convenient time to reschedule our meeting.

Thank you for your understanding. Please do not hesitate to contact me if you have any questions or concerns.

Best regards,

[Your Name]

14. Meeting Agenda

Subject: [Meeting Name] Agenda for [Date]

Hi [Name],

I am looking forward to our upcoming meeting on [date] at [time] to discuss [topic or project]. To ensure a productive and efficient discussion, I have prepared the following agenda:

[Agenda item 1]

[Sub-point 1]

[Sub-point 2]

[Agenda item 2]

[Sub-point 1]

[Sub-point 2]

[Agenda item 3]

[Sub-point 1]

[Sub-point 2]

Please review the agenda and let me know if you have any additions or modifications. If there are any supporting documents or materials you would like to share ahead of the meeting, please feel free to send them over.

I am looking forward to a productive and engaging discussion.

Best regards,

[Your Name]

15. Meeting Minutes

Subject: [Meeting Name] Minutes – [Date]

Dear All,

Thank you for attending the [meeting name] on [date]. Below, please find a summary of the key points discussed and the action items we agreed upon:

Key Points:

[Point 1]

[Point 2]

[Point 3]

Action Items:

[Action Item 1] – [Person Responsible] – [Due Date]

[Action Item 2] – [Person Responsible] – [Due Date]

[Action Item 3] – [Person Responsible] – [Due Date]

Please review the minutes and let me know if you have any corrections or additions. If I do not hear back from you by [date], I will assume you agree with the contents of this summary.

Thank you again for your participation and contributions to this meeting. Please do not hesitate to reach out if you have any questions or concerns.

Best regards,

[Your Name]

16. Networking Follow Up

Subject: Great to Meet You at [Event Name]

Dear [Name],

It was a pleasure meeting you at [event name] on [date]. I enjoyed our conversation about [specific topic or shared interest] and appreciate your insights on [key point or takeaway].

I would love to stay in touch and explore potential opportunities to collaborate or learn from each other. If you are open to it, I would like to propose a brief call or coffee meeting to continue our discussion and see how we might be able to support each other’s goals.

Please let me know if you are interested and what your availability looks like in the coming weeks. In the meantime, feel free to connect with me on [social media platform] or visit my website at [URL] to learn more about my work.

I look forward to the possibility of staying connected and working together in the future.

Best regards,

[Your Name]

17. Partnership Opportunity

Subject: Potential Partnership Opportunity

Hi [Name],

I hope this email finds you well. I am reaching out because I believe there may be an exciting opportunity for our companies to collaborate on [specific project or initiative].

Based on our recent meeting and my understanding of your company’s expertise in [relevant area], I think we could create significant value by partnering on this project. Specifically, I envision [brief outline of proposed collaboration and potential benefits].

If you are interested in exploring this opportunity further, I would love to schedule a call or meeting to discuss the details and see if there is a mutual fit. Please let me know your thoughts and if you would like to proceed with a more in-depth conversation.

I am excited about the potential of working together and combining our strengths to achieve [desired outcome].

Best regards,

[Your Name]

18. Meeting Reminder

Sure! Here is the revised version of your email template with improved wording and a few grammatical adjustments:

Subject: Reminder: [Meeting Name] on [Date] at [Time]

Hi [Name],

This is a friendly reminder that we have a meeting scheduled for [date] at [time] to discuss [topic or project]. The meeting will be held [location or video conferencing platform], and I have included the necessary details below:

[Meeting details, such as location, dial-in information, or video conferencing link]

Please let me know if you have any questions or if there have been any changes to your availability. I am looking forward to our discussion and making progress on [specific goal or objective].

Best regards,

[Your Name]

19. Referral Request

Subject: Seeking Your Help with a Referral

Dear [Name],

I hope you are doing well. I am reaching out because I am currently seeking a referral for [specific expertise or service] and thought you might be able to help.

During our recent meeting, you mentioned that you had a strong network in [relevant industry or field]. I am wondering if you know of anyone who specializes in [specific expertise or service] and might be a good fit for our current needs.

If you do have someone in mind, I would greatly appreciate an introduction. Of course, I am happy to provide more details about our project and requirements to help you determine if there is a potential match.

Thank you in advance for your help and consideration. I value your expertise and trust your recommendation.

Best regards,

[Your Name]

20. Meeting Feedback

Subject: Your Feedback on Our Recent Meeting

Hi [Name],

I hope you have had a chance to reflect on our meeting on [date] regarding [topic or project]. As we continue to work together, I am committed to ensuring that our meetings are as productive and valuable as possible.

With that in mind, I would greatly appreciate your feedback on improving the meetings going forward. Specifically:

• What aspects of the meeting did you find most helpful or effective?
• Were there any areas where we could have been more efficient or focused?
• Do you have any suggestions for making our meetings more valuable for everyone involved?

Please feel free to be candid in your feedback. I am always looking for ways to improve and ensure that time together is well-spent.

Thank you in advance for your input. I look forward to hearing your thoughts and implementing your suggestions in our future meetings.

Best regards,

[Your Name]

Tailoring Follow Up Emails According to Deal Stages

When following up after a meeting, it’s essential to consider the stage of the deal or project you’re working on. Each stage may require a slightly different approach to your follow up communication. 

Here’s a breakdown of the typical deal stages and how to tailor your follow up emails accordingly:

• Prospecting: In the early stages of identifying potential clients or partners, your follow up emails should focus on establishing a connection and gauging interest. Keep your messages brief, personalize them based on analysis, and offer value upfront.
  
  
• Qualification: Once you’ve established initial contact, your follow up emails must qualify the lead and determine if there’s a mutual fit. Ask questions to understand their needs and pain points, and provide relevant information about your product or service.
  
  
• Proposal: After qualifying the lead, you’ll typically send a proposal outlining your solution and pricing. Your follow up emails should focus on addressing any concerns or objections, highlighting the benefits of your proposal, and encouraging a decision.
  
  
• Closing: In the email closing line, your follow up emails must aim to finalize the deal and establish the next steps. Be responsive to any last-minute questions or requests, and provide clear instructions on how to move forward.
  
  
• Post-Sale: Even after the deal is closed, following up is crucial for maintaining client relationships and ensuring satisfaction. Your follow up emails should check in on their experience, offer additional support or resources, and lay the groundwork for future opportunities.

Follow Up Email Etiquette

In addition to crafting the perfect follow up email, it’s important to consider email etiquette to ensure your messages are well-received and professional. Here are some key tips:

• Timing: Send your follow up email within 24 hours of the meeting, while the discussion is still fresh in everyone’s mind.
  
  
• Relevance: Ensure your email is relevant to the recipient and the topics discussed during the meeting. Avoid sending generic or unrelated messages.
  
  
• Clarity: Use clear and concise language to convey your message effectively. Avoid jargon or overly complex sentences that may confuse the reader.
  
  
• Tone: Maintain a professional and friendly tone throughout your email. Avoid using humor or sarcasm that may be misinterpreted or offensive.
  
  
• Formatting: Use proper formatting, such as headings, bullet points, and short paragraphs, to make your email easy to read and scan.

The Power of Personalization

Personalizing your follow up emails can significantly improve their effectiveness and impact. To personalize your follow up emails, consider the following tips:

• Use the recipient’s name: Address the recipient by their name in the salutation and throughout the email to create a more personal connection.
  
  
• Reference specific points: Mention the topics or ideas discussed during the meeting to show that you listened and engaged.
  
  
• Tailor your message: Adapt your email content to the recipient’s unique needs, challenges, or interests, demonstrating that you understand their situation.
  
  
• Inject personality: While maintaining professionalism, don’t be afraid to let your personality shine through in your writing. This can help you build rapport and create a more memorable impression.

Final Takeaway

A well-crafted follow up email is your effective tool to enhance customer satisfaction and loyalty. This article equips you with 20 customizable templates with various scenarios, from client meetings to interview follow-ups. 

These templates jumpstart your communication, ensuring everything aligns with the goals.

So ditch the momentum by grabbing these templates, and applying these follow-ups to keep project processing and connections thriving. Your professional success awaits.

FAQs

1. How to send a follow-up email without sounding desperate?

To avoid sounding desperate, wait a week, be polite, and concise, add value, stay positive, and use a friendly subject line.

2. How do you write a professional follow-up email?

A professional follow-up email includes a clear subject line, polite greeting, concise reminder, purpose, added value, call to action, and respectful closing.

3. How to follow up without being annoying?

To follow up without being annoying, wait a week, be considerate, respect their time, space out follow-ups, vary your approach, and provide an easy out.