When and how to compose a letter based on the results of the meeting

10 October 2023

Follow-up emails are emails following the meeting that help improve the results of interaction. To make them useful, it is important to be able to compose them correctly. Let’s consider how to implement such letters as comfortably as possible into the company’s work.

Why follow-up emails are needed

Why do I need follow-up emails

With the help of Follow-up, you can express gratitude, confirm the agreement, inform about additional details on the topic of communication. Their content always concerns the topic that has already been discussed. It is not necessary to overload the letter with unnecessary information.

Follow-up email will help:

  • express interest in a conversation;
  • remind about the past dialogue and attract attention;
  • increase audience loyalty by expressing gratitude;
  • motivate the addressee to continue communication.

How to write follow-up emails

In writing, you should follow some recommendations:

  • write briefly and to the point;
  • express gratitude for communication;
  • report additional data;
  • adhere to the official business style and formal tone;
  • format the text – use the same style, type, font size as in the first letter.

Let’s take a closer look at the structure of the follow-up letter. The sequence may be different, but the text should contain all the necessary information.

Welcome the recipient

Greet the recipient

You need to address the recipient by name. In the dialogue, stick to the same style as when communicating in previous correspondence. The main thing is that it remains official.

Introduce yourself

It would be good if you briefly tell us about yourself and your activities. This will help the recipient to remember you if he suddenly forgot.

Remind me of the topic

Remind the theme

In the conversation, indicate what was discussed earlier. This way you will avoid awkward situations if you forgot the topic.


It is worth expressing gratitude for the successful partnership, pleasant dialogue and time spent.

Specify the subject of the conversation

Specify the subject of the conversation

Note why you sent this email, what you want to say by this. In your presentation, stick to brevity and reflect only the facts. The main task is to interest the addressee.

Specify the recipient’s expectations and actions

It is worth clarifying what you expect from the addressee, as well as what you will do as a result of the new information that has appeared.

Add contacts

Add contacts

Do not forget to specify your email address, phone number or other means of communication.

How to come up with a theme

In writing, special importance should be given to the topic. Ideally , it should consist of:

  1. Brief content. One phrase will be enough to explain what it will be about. For example, “After-sales service data”.
  2. Specifying the action you expect from the recipient. For example, “Share feedback and make us better.”
  3. The main offer. Share what you want to offer. For example, “We have a new service update”, “We know how to solve [some recipient’s problem]”.

When do I need to send an email?

When do I need to send an email?

There is no clear instruction that would restrict the sending of such letters. But in business communication, they are more often sent in the following cases.

After the interview

This option can be sent as a token of gratitude for the time spent. Here it is worth pointing out the most memorable elements of the meeting, as well as showing its significance. When talking about the availability of knowledge and experience, be concise – leave attempts to impress the employer for a resume.

Letter to the client following the meeting

In this case, your main goal is to show the client that you understand his problems and can help solve them. Here it is worth describing the further steps of your cooperation and setting deadlines for all stages.

After the event

This option involves sending a letter to a large audience. It is suitable if, for example, you held a webinar in an online format and want to thank everyone present. This is usually done when they try to direct viewers to a new stage of the path from the offer to the purchase. Just don’t forget about personalization – it will be difficult to build a trusting relationship with the client without it.



The letter following the meeting acts as an indispensable tool to strengthen your offer. It is also a good opportunity to show your desire to achieve a certain result.

To simplify your tasks, we offer an automatic service that will capture all important decisions and ideas. At the same time, you will not encounter information losses – even those who did not come to the meeting will understand the text.

In addition, the solution allows you to optimize the workflow. To check the protocol made by our program, you will spend a minute instead of half an hour, which would have been spent on self-preparation of the letter. The service is also easy to use and versatile – suitable for any meetings: from planning meetings to negotiations with customers.

Automatic summary of meetings in Zoom / Google Meets / Microsoft Teams