September 25, 2021

How to Write a Perfect Follow Up Meeting Email: Tips and Templates

In today's professional world, follow up meeting emails have become a necessary evil. Sometimes they're the only thing that is keeping your company afloat after a disappointing sales call or a missed opportunity. The best way to approach this task is with confidence and professionalism. In this post, we will provide you with some tips on how to write an effective follow up meeting email as well as templates for different scenarios so you can be sure to never miss an opportunity again!

If you follow up on a meeting, the follow up meeting email is essential for getting a response. It's also an opportunity to follow up on what you discussed in your follow-up call or face-to-face meeting! 

The follow up meeting email can be critical to securing that next step in the process or closing the deal.

In this blog post, we will discuss how to write a perfect follow up email after meeting and provide templates and tips for all different scenarios!

It's no secret that networking takes time and is difficult. Organizing meetings, making phone calls, sending emails, and attending conferences are all part of the relationship-building process, regardless of industry.

When you send your follow-up email after your first interaction with the person or business with whom you're communicating, you're doing one of the most important parts of the networking process.

That's why we wrote this guide, which is packed with insider tips and templates to help you send effective post-networking follow-up emails.

The email templates below will assist you in demonstrating the value you provide to your recipients and developing meaningful relationships with them.

Use Case 1: 

After meeting someone at a conference or event, your follow-up email should remind them of who you are and demonstrate the value that you bring to the table. It should also follow up on any follow-up conversation that occurred.

Don't forget to provide your contact information (phone number and email address) at the end of the follow-up email! This will make it easy for them to get in touch with you, if they choose.

If you met this person through a speaker or panel, follow up on a question you asked them. If your follow-up conversation was more casual, follow up on something that came out of the presentation or panel discussion.

You can use one of these email templates for this situation:

Hi [Name],

[Begin with a brief statement about why you're reaching out.]

I'm excited that you were able to join us at [conference or event name]

[Restate one of the main takeaways from your follow-up conversation.]

I hope this information is helpful. Moving forward, I would love to follow up with additional questions about how we can best work together!

Use Case 2: 

Maybe you're looking to schedule a meeting with someone you met to continue building your relationship with them. Whether they're located in your city or elsewhere, you can still request that follow-up meeting in your message.

If you follow up with someone to ask for a follow-up meeting, your email should be short and simple. Make sure that the subject line is clear so they know exactly what it's about.

To make this process easier on yourself, use our follow-up meeting agenda template! It provides you will all of the information necessary to have a productive follow-up meeting.

Hi [Name],

[Begin with a brief statement about why you're reaching out.]

I hope this email finds you well! I got your contact information from [name of mutual friend or colleague]. Since we met last month, our team has been working on developing an agenda for follow-up meeting.

[Provide the agenda for follow-up meeting.]

Use Case 3:

If you're missing a response to your initial meeting request, it's possible your follow-up email got lost the recipient's inbox or they simply forgot to respond. In situations like these, a quick reminder message may be all they need to get back to you.

Maybe you've already had follow-up meeting with the person or business. Now, it's time to follow up after that follow-up follow-up meeting!

Your email should include information about what was discussed at your follow-up meeting and provide suggestions for how they can move forward in working together.

Hi [Name], 

[Begin with a brief statement about why you're reaching out.]

I hope this email finds you well! We had follow-up meeting about [topic of follow up meeting]. I wanted to follow up on some ideas that came up in our discussion.

[Provide details on what was discussed and your suggestions for moving forward.]

Use Case 4:

Again, follow up meeting email after networking are messages in which you can demonstrate your value. They're a great opportunity to promote the products or services you offer that solve pain points similar to the ones your recipient is experiencing.

If you follow up with someone to promote your business or introduce them to an opportunity, it's important not to come off as pushy.

Your follow-up email needs to be well written and demonstrate the value that would be provided if they choose to take advantage of what you have to offer.

You can use one of these follow-up emails for this situation:

Hi [Name],

[Begin with a brief statement about why you're reaching out.]

I hope this email finds you well! I wanted to follow up on our conversation at [conference or event name]. We talked about my company and the value we provide. To give you an idea, here's an overview of [specific service].

[Offer a brief description of your business or the value that you provide.]

Use Case 5:

In different networking situations, you may find yourself needing help from a stranger — someone you can't ask a friend or colleague to connect you with.

But, when you send a message to a stranger, you may not hear back the first time. So, be ready with your follow up.

When you follow up after a cold ask, it's important to acknowledge that your follow-up email was unexpected.

You need someone to know how much value they'd be gaining if they chose to work with you. If this is the first time reaching out, let them know why you're confident about their business or product offering. 

Hi [Name],

[Begin with a brief statement about why you're reaching out.]

I hope this email finds you well! You were recommended to me by [name of mutual contact]. I was hoping we could follow up on your request for an overview of the services my company provides.

Since our last communication, I've been thinking about how my company can help you achieve [specific goal]. I'd love to follow up over the phone or by email.

[Offer a brief description of your business or service.]

Use Case 6: 

In a thank-you follow up meeting email, describe concrete results your contact helped you achieve and express why that result is meaningful.

Another rule is to pay it forward.

In return for their help, you can provide something valuable to the recipient in the form of an introduction or a relevant resource that demonstrates your gratitude and the fact you're not looking for a one-way relationship.

After you follow up with someone after meeting, it's important to demonstrate your appreciation for their time.

This is a great follow-up email template to use if this was the first follow-up of multiple or following an event where you got new contacts' information (like at a networking mixer).

Hi [Name],

[Begin with a brief statement about why you're reaching out.]

I hope this email finds you well! We met at [name of event] and I wanted to follow up on our conversation.

You were so helpful when we talked about the challenges my business is trying to solve: [mention specific ways in which they helped].

[Offer a brief description of your business or service.]

I've been thinking about how my company can help you achieve [specific goal]. I'd love to follow up over the phone or by email.

[Offer a follow-up action plan and end with another call-to-action, like an invitation for them to contact you.]

Use Case: follow up after a cold ask

Hi [Name],

[Begin with a brief statement about why you're reaching out.]

I hope this email finds you well! I wanted to follow up on our conversation at [conference or event name]. We talked about my company and the value we provide. To give you an idea, here's an overview of what we do.

Use Case 7:

Let’s say the person you are networking with is of value because of someone else in their network - someone you want to know.

To get introduced to this valuable contact, it’s often best to go through a referral introduction via the person you just met.

In a follow-up email asking for an introduction, thank your contact and explain why you're interested in connecting with the person you want them to introduce you to. This will assure that they know their help is helpful!

Hi [Name],

[Begin with a brief statement about why you're reaching out.]

I hope this email finds you well! We met a [name of event] and I was hoping to follow up with an introduction.

[Offer a brief description of your business or service.]

You were so helpful when we talked about the challenges my business is trying to solve: [mention specific ways in which they helped].

 In return for your help, I'd love to offer the introduction. Would you be comfortable connecting me with [name of contact]?

[Offer a follow-up action plan and end with another call-to-action, like an invitation for them to contact you.]

Use Case 8:

Every email you send reflects your personality, so make sure your follow-up emails after business meetings are as useful to the recipients as possible.

If the business meeting is particularly lengthy or important, you may wish to include a few noteworthy accomplishments in your email.

 This allows you to keep everyone motivated while also demonstrating your appreciation for their accomplishments.

Follow Up Email After Meeting: Writing Tips and Templates

1. Have your goal in mind- 

Your follow-up message, like any other email, should have a clear goal. Do you want to express your gratitude and offer your assistance in return? Are you going to reach an agreement on the next steps? 

Do you want to request an introduction or feedback?

Defining the goal allows you to properly frame your email and achieve the desired result. If you're not sure why you're writing an email, it's best not to send one at all.

2. Be sincere and specific.

It's tempting to create a single generic email template and use it for every new connection you make.

 But it doesn't work like that. You must personalise your message and demonstrate genuine interest in the person.

Mention what you liked best about a meeting, refer to the topic you discussed, and emphasise what you have in common. The person on the other end of the screen should have the impression that you care about them.

3. Keep it brief.

Respect your reader's time by getting right to the point. Prune all the lengthy introductions, repetitions, extra details, and anything else that doesn't help you achieve your goal (which is why having one is important).

The shorter your email, the more likely it is that the recipient will read it and act on it.

4. Follow up in a timely manner

Send a follow up email within 24 hours after a meeting while you’re still at the top of a person’s mind.. Many business professionals follow up within the first few hours after meeting someone.

It's time to get to work. We've created a variety of follow-up email templates for various occasions. Please keep in mind that these examples are only examples; you should always personalise and customise them to your specific needs.

1. Send a follow-up email following a conference or networking event.

Sending a follow-up email after a conference or other event is an excellent way to remind someone of who you are and how you can assist them. 

If you promised to share some useful resources with someone or to introduce them to someone in your industry, make sure to do so in your follow-up email.

 This is an excellent way to stand out, and your new connection will be grateful for your assistance.

2. Send a follow-up email after meeting with a potential employer.

Have you met anyone with whom you'd like to collaborate? Use your follow-up email to demonstrate your value to a potential employer.

 If you have any suggestions that could help their business, please include them in your email. This is an excellent way to strengthen your bond with a recipient and demonstrate how you can assist them.

You can also mention your relevant industry experience, but keep it brief. This isn't your CV, so don't list all of your skills and projects here.

3. Send a follow-up email after meeting with a potential customer.

Show a potential client how you can solve their problem and why you're a good fit in your follow-up email. If you have previously assisted similar customers, make sure to share their storey with your new contact.

4. Send a follow-up email requesting an introduction.

The person you've just met may know someone else with whom you'd like to connect. A follow-up email is an excellent place to request an introduction.

You can include some brief information about yourself or your company to assist your new connection in introducing you to others.

5. After a business meeting, send a follow-up email.

Following a business meeting, it's a good idea to summarise what was discussed and send a follow-up email to all participants so everyone knows what's next.

 Make a list of the next steps you've agreed on, as well as the deadlines and people in charge.

6. Following the meeting, send a thank you email.

We are constantly learning from one another, and sending a thank you email after a meeting is an excellent way to express your appreciation.

 Be specific about how a person assisted you and why it is significant. Offer something valuable in exchange to show that you are a giver, not a taker.


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Written by

Heba Arshad

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