How To Write a Follow up Email After a Meeting? (9 Templates)

The significance of first impressions is undeniable, but let's not forget that second impressions carry their weight too.

The way you present yourself during the meeting with your prospect decides the effect you have on them. So, when you have a great meeting with them, leave a good second impression. 

One of the easiest ways to do that is to send a follow up email after the meeting. It gives you the opportunity to strengthen your connection with them. 

Crafting a follow-up email after a meeting presents a valuable chance to jog the recipient's memory about your identity and the key points discussed.

Plus, email gives you the freedom to share more info, clear up any confusion, or even shoot them an invitation.

Just put a little thought and planning into it, and your follow-up email can totally help take your relationship to the next level. 

In this blog, we have covered the best practices for sending a follow-up email after a meeting. 

How to Send a Meeting Follow-up Email? 

Sometimes, before you realize it, days or even a whole week might pass since the meeting. 

And then, the question pops up: "Is it too late to send a follow-up email now?" Well, guess what? The short answer is 'no'! 

A thoughtful and polite follow-up is always welcome, anytime. Since you've had a more in-depth interaction with your contact, your email should mirror the time and value you've shared.

With each follow-up you send, the prospect should be more and more convinced about how your product can help them achieve results.

And how do you do that? Here are 4 things that can help you draft a compelling follow-up email after a meeting. 

1. Follow Up Email Subject Line

33% of recipients open their emails based on the subject line. Your prospect will open the follow-up email only when they think you have something valuable to offer. 

They take a first glance at the subject line and decide whether to open it or not. So, break out of the basic subject lines such as "just following up" and intrigue your prospect's curiosity with strong follow-up email subject lines. 

Chase Dimond, a sales email expert, says, "An okay email with a great subject line will outperform a great email with an okay subject line, every time."

Here's what you can do to make your email subject line catchy:

• Personalize your Subject Line

6 Talk about their pain points, interests, or mutual connection

For example 

1. Here's how you can solve {pain point} 
2. How does {competitor} do it?

• Offer Value to the Reader

Highlight the 'what's is in it for me' or give them a reason to open the email

For example:

1. X best ways to drive sales
2. {company name} + {product name} = {benefit}

• Keep It Free of Clickbait.

Avoid words like free, clearance, discount, etc., as including these words may trigger the spam filter and lead to low email deliverability. 

2. Body of the Email

Now that you have cracked the subject line let's move on to the essential things to include in your meeting follow-up email body.

• Remind Them Who You Are

Jog their memory about your initial meeting with the prospect. 

Avoid directly jumping into pitching your offer in the introductory paragraph because that will make you look sales-y.

You can mention something from the previous meeting and provide more context for them to remember you.

• Recall Key Points of the Meeting

The most undesirable outcome after a meeting is when no one recalls the discussions. Information from earlier interactions slips away quickly. 

To address this, it's crucial to incorporate a meeting summary in your follow-up email. Personal notes taken by participants often differ and may miss essential details. 

Offering a written overview ensures everyone shares the same understanding and is aligned with the next steps.

Here are 3 things that will help you give more context to your prospect:

1. Briefly talk about what happened during the meeting 
2. Add the key decisions made during the meeting
3. Were you on the same page with the prospects about things? (You can talk about the points you mutually agreed upon)

• Provide Details About How You Can Help

Once you have provided an email recap with clarifications and solutions to the key point, highlight the things you bring to the table and how both sides can gain from this connection.

When explaining how you can offer help, think about how your expertise and abilities are a helpful resource for the person you're contacting. Why is this relationship a win-win for everyone involved?

• Thank Prospect for their Time

Once you've effectively shared your value and interest in connecting professionally, it's time to add a personal touch. Keep it real and genuine. 

Here are some things that you can include in your email:

1. Sprinkle in a touch of humor to leave an impression. But hey, humor can be tricky, so tread carefully.
2. Mention something from your previous chat to make sure you stick it in their memory. It shows you've been paying attention and really remember them.
3. Don't forget to wrap up with a formal yet friendly email signature that has your name, title, and how to reach you.
4. Express your enthusiasm for moving forward. In your sign-off, drop a hint that you're excited about the idea of collaborating and are looking forward to hearing from them soon.

3. Add Call to Action

Just like you refreshed your recipient's memory about your work and purpose, giving them a nudge on the next steps is smart. 

You can do that by adding a call to action to your follow up email. The ideal call to action should urge the prospects to take the next step.

For example: If you think a demo is the next logical step for a prospect, your CTA could be about picking a date for another meetup.

Here's what you can say to reconnect with your prospect: 

Let's stay connected! We could arrange a sit-down chat, hop on a call, or find a time to catch up. 

How about [Date and Time Option 1]? 

Or, we could do [Date and Time Option 2]. 

Looking forward to our next interaction! 

4. Give a Respectful Sign-off

The sign-off is your parting impression when wrapping up your follow-up emails after a meeting. Aim for a respectful, warm closing that leaves a positive and lasting note. "Best regards," "Sincerely," or "Warmly" are options that help maintain professionalism. 

Consider the tone of your communication and your relationship with the recipient. If it's a more casual interaction, you might opt for a friendlier closing like "Ciao" or "Catch you on the flip side." 

Remember, your sign-off in email sets the tone for future interactions. Keep it consistent with the overall vibe of your email and your relationship with the person. 

Best Follow-up Email After Meeting Templates

1. Follow-up Email After an Event or a Conference

After you have connected with someone at an event, your follow-up email should remind them of your identity and tell them what you have to offer.

Template: 

Subject: It was nice to meet you at {event}

Hi {prospect name},  

I really enjoyed talking to you at {event}. What struck me was the comment you made on achieving {result}.

Your passion for making this a reality was inspiring, and since solving {pain point} and achieving {result} is right up my alley, I thought of helping you out.  

For starters, here are 3 resources that might help you achieve your goal:  

{resource 1}  

{resource 2}  

{resource 3}  

{Resource 3} is a case study on how {your company} helped {competitor company} achieve {result}. Since you belong to the same industry, you can implement the same strategy to get similar {results}. 

Worth a chat, {prospect name}  

Cheers

Why does it work?

• The email starts by brushing up on the prospect's memory. It talks about where you met and how the meeting went.
• You are not pitching but taking a value-driven approach and sending them useful resources.
• Includes a case study and ensures it catches their attention by mentioning it in the email.

2. Follow-up Email After Meeting a Potential Client

In a scenario where you have met your prospect for a demo call, it is ideal to send a follow-up email to confirm your interest.

Template: 

Subject: Solution found, Let's discuss {prospect's pain point}

Hi {Name},

We're grateful for the valuable time you spent yesterday taking me through your challenges. I'm back to address your query about helping with (challenge). 

Let's quickly recap our conversation. 

Question/Answers 1

Question/Answers 2

Question/Answers 3

After a quick trip to the idea room with our team, here's what we came up with.

Details about how to resolve specific challenges faced by the prospect 

Update on their feature requests etc.

I can set you up on a trial account so you can experiment with the product first-hand. You won't be alone. Our technical experts will be there to guide you through all of it. Please let me know when you'd like to get started.

Cheers,

{Salesperson's name}

Why does it work?

• You thank them for their time and give context about what the email is about.
• Recaps the key highlights of the meeting to avoid any confusion in the future.
• Throws in a free trial to further nudge them towards the sale.

3. To Promote Your Business or Service

As a salesperson, you always look for opportunities to promote your products and services. You may not want to leave a chance when you meet someone who might be interested in what you offer. 

Template: 

Subject Line: {your product} Vs {competitor}

Hi {prospect name},

A little birdie at (name of software marketplace) told us that you were looking at {product name}. I'll save you the trouble of you having to read an endless list of self-serving comparison articles.

Why don't you take {product name} for a run (for free), {prospect name}? We'll help you with onboarding and all.

Sounds good? If yes, give me a thumbs up, and I'll forward you the link to activate your account.

PS: 30 hours. That's how much time people spend reading competitor articles and watching tutorials before buying tech tools.

Ciao! 

{Your Name}

Why does it work?

• The timeliness of this email is what makes it worth it. You jump in right when the prospect is checking your product out.
• You offer a free trial with complete onboarding to ensure the prospect sees value in your product.
• You give them reasons why they should start a trial by talking about the complex process involved in buying software.

4. Follow-up Email for Asking an Introduction

If you have met someone who has a valuable contact and you seek an introduction through a follow-up email, you can use this template. 

Template: 

Subject: Introduction to {contact name}?

Hi {FirstName},   

It was fantastic meeting you last week at {event}. I enjoyed our conversation about {topic discussed}.  

As we were discussing what I'm working on, you mentioned that you know {contact name} at {company name} and how {{they are}} an expert in this space.  

If you're willing, an introduction to {{contact name}} would be greatly beneficial, and {{they}} might be interested in learning more.

I understand you might have a lot going on. This introduction would hold a lot of value since it's coming from you. 

So, I attached a short blurb below to make the introduction as easy as possible. Would you be able to take a moment to introduce me?

Why does it work?

• You start by telling them who you are and how you got their contact information.
• You are making your connection aware of the value they hold when you state that the introduction from them is a big deal.
• When you approach with a positive tone, you are more likely to get the help.

5. Email To Schedule Another Meeting

Once you have met the prospect, depending upon the circumstances, you may want to follow up with them asking for another meeting, so here is a template for you:

Template: 

Subject: Great news, we can make (Feature request) work

Hello, {Name} 

Thank you, {name}, and {the respective team} (if there was more than 1 member) for your time and input yesterday. 

I have a much better understanding of your requirements now – which brings me to the good news. Our feature pipeline has just what you need to fix your {current problem}. 

We should be able to roll this out to you in {specific timeline}. For now, here's a one-pager you can share with your team on what this will look like. I'm doing my best to fast-track this process for your team. 

I'd be excited to hear if you have any other areas you'd like to focus on.

Feel free to put some time on my calendar [Insert Link] so we can discuss this further.

Sincerely, 

{Salesperson's name}

Why does it work?

• In the first few lines you are not only addressing the prospect but also their team, this shows how attentive you are.
• You are promising to deliver what they need
• You are ensuring that their time is valued, and you want to fix their problem as soon as possible.

6. Follow Up Immediately After the Meeting

Following up with your prospect immediately after the meeting would be a good idea when they seem to have taken much interest during the initial meeting.

Template: 

Subject: Here's (product name), the antidote to (specific challenge). 

Hello {Name},

I must say that was a really insightful session we had yesterday. Your insights have helped me understand precisely the challenges you aim to overcome. My team here is gearing up to catapult you over (challenge(s)) and across the finish line.

My product expert is on standby for you. Please let me know a time and date of your convenience, so we can walk you through the success strategy we've prepared for you.

Meanwhile, I've attached the full slide deck and a custom report for your use case. Feel free to share this with the team.

So, {name}, would you like to kick {product/service} 's tires? 

If yes, please block your choice of time here on my calendar.

Cheers,

{Salesperson's name}

Why does it work?

• You strike the iron when it is hot by sending a follow up email, you stay on top of their mind.
• You tell them you are confident about solving their problem where you mention that you’re with the prospect from start to finish.
• You have provided a valuable resource that gives them more understanding of how your product will solve their problem.

7. Follow-up Email Asking for a Feedback

Here is a template that you can use in case of asking for feedback after meeting for a demo.

When you ask for feedback from your prospect, they tell you what went wrong and how you can improve your product. Here you can make use of this feedback as an opportunity to win them back with a tailored approach.

Template: 

Subject: {First name}, would love your feedback

Hey {First name}

This is my last email, but I'd love your feedback so our product can get better.

What's the main reason you didn't want to hop on a call with us?

A. It's not a priority right now

B. Call us next quarter

C. I'm not interested

D. I was busy, call me sometime this week

Just choose A, B, C, or D, and you'll never hear from me again unless you want me to.

Best,

{Your name}

Why does it work?

• It shows them you are genuinely interested in getting feedback, and this is not any pushy sales trick to get back at them.
• You are valuing their time, making it easy for them to reply by just asking them to reply with one option.
• You are showing them how much their feedback matters to you.

8. Follow-up Email After Meeting a C-Level Executive

Most CEOs receive an average of 150 emails per day. Getting a busy professional to notice a follow-up email can become very challenging. Here is a template that you can use in this case. 

Template: 

Subject: {competitor name} is using this, are you?

{First Name},

Recently, I attended {event} where you spoke about {topic}. 

I understand {topic} is of primary importance to you and your organization.

I researched more, and here are a few things that I found about your company

{Pain point 1} - 

{Pain point 2} - 

{Pain point 3} - 

How would you feel if we could help {prospect company} achieve (pain point) while you handle other mission-critical activities? 

If this sounds interesting to you, take {product name} for a free spin.  

Feel free to contact me anytime!

Regards,

{Your Name}

Why does it work?

• You are directly coming to the point and acknowledging their priorities.
• You have identified their pain points and have provided the solutions 
• You are politely offering a free trial experience of your product to the decision maker.

Tips To Write a Follow-up Email After a Meeting

Still, wondering how to write a follow-up email after the meeting?

Here are some tips that can help you get started with a smooth flow that works for you and makes things easier.

1. Provide Useful Information

Whenever you send an email to your prospect, remember that you are trying to help them solve their problem. 

So, don't follow up just for the sake of following up. Whatever content you are sending them should always add value to your prospect. 

It could be anything, such as sending them useful resources like a case study, report, sharing free ebooks, offering free trials, etc.

This way, the relationship with your prospect gets strengthened as you will be considered a value addition. 

2. Check the Tone of Your Email

You may be in a rush to send an email just to get it off the checklist, so you just proofread and hit that send button. 

But that should not be the case in follow-up emails. Checking the tone is as important as proofreading the email.

When writing a follow-up email after a meeting, maintain a positive and collaborative tone throughout the email. You have to be assertive but not pushy. The reader should not feel that you are trying to control them. 

You can add humor to your content but remember that it could backfire, so you need to be careful with the tone.

3. Follow Up at Right Time

Generally, people tend to forget things that are long gone. If you want to stay on top of your prospect's mind, then you should follow up with them at the right time.

For example, if you have committed to sending a useful resource to the prospect during the meeting, then it is advisable that you send a follow-up email immediately after the meeting.

But ending follow-up emails in quick succession can give the impression of being overly eager or desperate. So space out your follow-ups and give prospects enough time and space to make the right decision.

4. Personalize Your Email

At every point of your email, you should make the prospect feel connected to you. 

Every email that you send out should feel like it has been written to them. 

This is where you show off your research and listening skills, address your prospect's pain points, add common interests, and mention moments from the meeting.

When you personalize the email based on the nature of the meeting and your relationship with the recipient, it shows how invested you are in helping them achieve their goals.

5. Keep the Email Concise and Focused

Value your prospects' time. Avoid adding lengthy introductions and details that are not relevant to the prospect. 

Keep the email concise, focusing on essential points and providing value for their time by adding useful resources.

In a Nutshell

Now you know sending a personalized, short, and valuable follow-up email after a meeting is vital. 

But as a busy sales professional, you constantly struggle with always staying on top of your email follow-ups when sending them manually. 

You can save yourself from this pressure of manually sending follow-ups to hundreds of prospects by using the 9 templates, customizing them to your needs, and automating follow-ups with a sales engagement tool like Klenty.

Frequently Asked Questions