Follow-Up Email After a Meeting: 7 Templates for Clients

Send the follow-up email after a client or sales meeting the same day, or within 24 hours at the latest. Keep the thank you to one line and spend the email on what you agreed. Then end with a next step that has a name and a date, and a question the client can answer in one line.

Here is the template for the most common case, the first meeting with a new client. Six more follow, one for each situation after that.

Write the problem the way they put it. When the client recognizes their own sentence, replying “yes, that’s it” is easy, and you have a shared starting point.

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Which template to use, and when to send it

Five rules for a follow-up email that gets a reply

1. Send it the same day. You both remember the meeting, and it is easier to reply to something you remember. If the meeting ends late, send it first thing the next morning.
2. Summarize what you decided. The client was in the meeting. What they need from you is what you agreed, and that fits in two or three lines.
3. Give the next step a name and a date. “Let’s stay in touch” is not a next step. “I’ll send the proposal on Thursday” is.
4. Deliver what you promised. If you said you would send a case study, a price or a link, it goes in this email.
5. End with one question. A specific question gets an answer. “Let me know if you have any questions” usually does not.

Six more templates for what comes next

Each template is written the way you would email a client you want to keep, plain and without pressure. Change what is in square brackets, cut what does not fit, and add at least one sentence that could only be about this meeting.

2. After a sales call or demo

If the client asked something you could not answer on the spot, answer it here or say when you will. Getting back to them the same day says a lot about how you work.

3. The question you could not answer in the meeting

This is the one follow-up that isn’t about your deal. Send it as a reply in the same thread as your first follow-up, so the client sees the whole conversation in one place.

4. A summary the client can forward to the decision maker

The person you met may not be the one who signs off. They have to explain your offer to someone else, in their own words, without you there. Make it easy for them.

Keep the four lines free of anything only the two of you would understand. The test is whether someone who was not in the meeting can read it and say yes or no.

5. Sending the proposal you promised

Say when you will be in touch next, so the proposal does not just sit in their inbox. If they say yes and the work is a consulting engagement, the next document is the agreement, and our consulting agreement template is a place to start.

6. After a check-in with an existing client

A client you already work with does not need to be thanked for their interest or sold to again. Write what happened and who does what next, and keep the tone of a colleague.

7. When the client has gone quiet

Send a short reminder first, with something new in it. If a week passes after that with no reply, send this one.

Replying with a number is easier than writing out a no, and a clear answer is what you are after. If they reply 1, put the date in your calendar and do not write again before it.

Who goes in To, and who goes in CC

• To: everyone from the client’s side who was in the meeting. Leaving one of them out reads as a choice.
• CC: colleagues from your side who were in the meeting or will do the work. If someone on your team was not there and does not need to act, forward it to them separately instead.
• Not added by you: the client’s manager or decision maker who was not in the meeting. Adding them yourself goes around the person you met. Send your contact template 4 and let them forward it.

Subject lines that work

A good subject line says what the email is about, so the client can find it again in two weeks by searching their inbox. Put their company name or the topic in it. Skip tricks like “Quick question” or a fake “Re:” on an email that is not a reply.

• Next steps after today, [Their company] and [Your company]
• Recap from our meeting on [date]
• Your questions from the demo, and next steps
• Proposal for [Their company]
• [Your company] for [Their company], short summary
• Should we pause [topic]?

What to log in your CRM once it is sent

The follow-up email is also your record of the meeting. Once it is sent, four things are worth saving on the client’s record, so you or a colleague can pick it up later without asking the client to repeat themselves.

• What you agreed, in the same two or three lines as the email.
• Who decides, and whether that person was in the meeting.
• What you promised, with a due date, as a task.
• When you will be in touch next, as a task with that date, so a quiet client is on your list that day.

Common mistakes

• Sending it a week later. By then nobody remembers the details, including you.
• Sending the whole meeting. The client gets minutes to read when they needed an agreement to confirm. Keep the full notes on the client’s record.
• A next step without a date. “Talk soon” usually means nobody talks.
• Guilt-trip reminders. “Just bumping this up” and “Did you see my last email?” make the client feel caught out. Send a new, short email with something new in it instead.
• The same text to everyone. Add at least one sentence that only fits this meeting. Clients can tell when the name is the only thing that changed.

Let AI write the first draft

The hard part of a follow-up email is remembering exactly what was said and what you promised. That is the part Dovio does for you.

Dovio has its own notetaker. It joins your Zoom, Google Meet or Microsoft Teams call when you add it to the meeting, or automatically if you set a rule for which meetings it should join. It records and transcribes the call, and when the meeting is over you get:

• A summary of the meeting, saved with it in Dovio.
• Suggested tasks for the commitments from your side, with deadlines picked up from how they were said, like “by Friday”.
• A follow-up email saved as a draft in Dovio, addressed to the client’s attendees from the calendar invite. It is written from what was said in the call and from earlier meetings with the same people, so a first sales call and a check-in with an existing client read differently. It is written in the language the meeting was held in.

The draft waits in Dovio until you open it, change what you want and press send. It goes out from the mailbox you have connected, such as Gmail or Outlook, so the client sees it come from you. Nothing is sent to the client on its own. You and the colleagues who were in the meeting get an email from Dovio with the summary, the tasks and a link to the draft. That email stays on your side and never goes to the client.

Starter includes five hours of AI meeting time per user a month, and Pro includes thirty. Tell the people in the meeting that it is being recorded before you start. For the templates on this page, you can save the ones you use most as email templates in Dovio and pick them when you write.

See how it works on the AI meetings page, or compare plans on the pricing page.

Frequently asked questions

Summary

A follow-up email works when it arrives the same day, says what you agreed in two or three lines and ends with a dated next step and one question. Pick the template that matches the meeting, add one sentence that only fits this client, and send it before the end of the day.