Picture this: You just had a great meeting. (Go you!)
The conversation flowed, the connection was genuine, and you feel like you’ve made a lot of progress. Now you find yourself wondering, how do I keep this momentum going?
The answer lies in crafting the perfect follow-up email that reiterates key takeaways and next steps, and keeps the dialogue open for future interactions.
In this article, we’ll walk through the best practices for writing effective follow-up emails and give you ready-made templates for in-house teams like sales, customer success, recruitment, HR, and UX, as well as templates for professional coaches.
But before we get into the templates, let’s walk through the foundational work.
A meeting follow-up email is a crucial step in maintaining professional relationships and fostering a productive meeting environment.
This email serves two primary purposes:
Great meetings are just the first piece of the puzzle—staying relevant and at the top of the attendee’s mind afterward is the next.
Imagine the number of missed opportunities simply because someone didn’t send a follow-up email!
Don’t make the same mistake. Follow these six best practices to you help you write a follow-up email that serves its purpose:
| 💡 Pro-tip: In the case of high-ticket sales, you might want to consider a series of follow up emails, in addition to your first automated follow-up. |
A well-crafted follow-up email helps reinforce the meeting’s purpose, drives accountability, and keeps things moving. Here are the key elements to include:
Subject line: A well-written subject line will ensure your email gets opened. Be sure to keep it clear and concise. Include context like the meeting topic or purpose (e.g., “Tax Advisory Session – Meeting notes & next steps”).
Greeting and thank you: Open with a warm thank-you to attendees for their time and participation.
Meeting summary: Recap the purpose of the meeting, meeting date, and any key takeaways or decisions made. Keep it brief but informative.
Action items: List out all action items, who’s responsible for each, and their due dates. When applicable, include the date of your next meeting. Use bullet points for clarity.
Supporting materials: Attach or link to any relevant documents, slide decks, or recordings mentioned during the meeting.
Next steps: Mention upcoming meetings, deadlines, or what to expect next. Easily include a call-to-action here for booking the next session.
Open door for questions: Invite attendees to reach out with questions, feedback, or clarifications.
Sign-off: End your email on a positive note with a friendly sign-off and your name, title, and contact info (if needed).
Sending follow-up emails can feel like a burden, especially when you’ve got back-to-back meetings in a day. You’ll have to try and recall conversations and next steps throughout the day, draft the emails, and then send them.
That’s why we recommend two things to save you time:
YouCanBookMe makes sending follow-up messages a breeze:
It’s that easy!
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Did you happen to notice these brackets { } in the screenshot above? You’ll also find them in the email templates below. These are shorthand codes, which will automatically populate with the corresponding information for all YouCanBookMe users. Yep, that means each of your follow-up emails will be personalized automatically, saving you even more time! |
Not a YouCanBookMe user?
No problem!
Simply fill in the information inside the brackets manually to personalize the emails to your specific needs.
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💡 Pro-tip: With YouCanBookMe, you can create multiple booking pages and personalize follow-up emails with the right booking link. That means you’ll be able to schedule more client meetings (and more billable hours). |
Fields highlighted like this are dynamic fields in YouCanBookMe (meaning they'll be automatically personalized to each recipient). Fields highlighted like this are non-dynamic but should be customized by you.
This template is a perfect starting point regardless of your role or type of meeting. It's meant to be further customized based on your needs.
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Subject line: [Meeting name]: Meeting recap & notes What was discussed:
Action items:
If you'd like to book a follow-up call, you can do so here {BOOKING-PAGE-LINK} Cheers, |
This template is ideal for following up with clients, partners, or stakeholders after a meeting. Whether you’re aligning on a project, pitching a proposal, or reviewing progress, this follow-up ensures everyone stays on the same page. It helps you reinforce your professionalism, summarize key discussion points, and keep momentum going with clearly defined next steps.
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Subject line: [Meeting name]: Recap & next steps What was discussed:
Action items:
If you’d like to continue the conversation or schedule another call, feel free to book time here: {BOOKING-PAGE-LINK} Looking forward to moving ahead together! Cheers, |
This template is great for following up after a casual networking call, coffee chat, or after you've met someone at a networking event. Whether you connected through an event, referral, or cold outreach, this email helps you stay top of mind, express appreciation, and build a professional relationship over time.
It's also a great opportunity to reinforce any next steps, share helpful resources, or suggest staying in touch.
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Subject line: Great chatting today! Thanks again for taking the time to chat today—I really enjoyed our conversation at the [networking event]! It was awesome learning more about what you’re working on and swapping ideas around [topic/industry/interest]. What we talked about:
Next steps:
If you ever want to pick up the convo or bounce around more ideas, feel free to book time here: {BOOKING-PAGE-LINK} Talk soon! [Your name] |
This template is perfect for connecting after a discovery meeting. It’s a go-to tool to stay fresh in a lead’s mind, reiterate why your product is a great fit, and guide them toward the next step in your sales funnel: the demo.
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Subject line: It was great chatting, {FNAME} |
This template is your golden ticket to keeping the momentum rolling after a successful product demo. It’s key to reinforce the demo’s highlights, address any outstanding questions, and guide the prospect in their decision-making process.
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Subject line: [Product name] demo: Thanks for your time {FNAME} Hi {FNAME}, I appreciate you taking the time to meet with me today. It was a pleasure showing you how [product] can help your company [insert benefits here]. Here’s a quick recap of our call:
If there are any other features you’d like to see or any questions you still have, feel free to [book another call with me here]({BOOKING-PAGE-LINK}). If there’s anything else I can help you with, feel free to reply to this email or reach me at [phone number]. I’m always happy to hear from you! |
This template is just what you need to ensure a smooth transition and warm welcome for new clients. It reaffirms their decision, provides all necessary resources, and initiates the next steps for a successful onboarding and lasting working relationship!
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Subject line: Thanks for attending our onboarding session Hi {FNAME}, Thanks for meeting with me. It was a delight explaining how [company] works and getting you set up. I hope you’ve got everything you need to get started! To sign up for additional training sessions, please [visit the training booking page]({BOOKING-PAGE-LINK}). Remember that you can always find additional resources, including guides and support articles, in our help center [link]. If you have any other questions, please reply to this email or reach me at [phone number]. Talk soon, |
This check-in template is your trusted tool to ensure client satisfaction and positive rapport! It provides links to all the resources and training you offer while keeping communication open and friendly.
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Subject line: Thanks for catching up Hi {FNAME}, Thank you for taking the time to meet with me. I truly enjoyed our chat and hearing about your experience with [company] so far. As a quick reminder, you can always sign up for training sessions by [visiting the training booking page]({BOOKING-PAGE-LINK}). We have the following training available: [list of training offered]. Additional resources, including guides and support articles, can be found here: [link]. If you have any other questions or feedback, please reply to this email or reach me at [phone number]. I’m always glad to hear from you! |
This template is ideal to send to a client right after a training session. It recaps key points, provides quick access to additional resources and sessions, and ensures the client feels comfortable to reach out in case of any questions or concerns.
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Subject line: Thanks for attending the training with {BOOKING-PAGE-TITLE} Hello {FNAME}, Thanks for attending the {BOOKING-PAGE-TITLE} training! As a recap, here’s what we covered in the session:
You can sign up for additional sessions by [visiting the training booking page]({BOOKING-PAGE-LINK}). Here’s a full list of available sessions: [list of training offered]. Please remember that you can always find additional resources, including guides and support articles, here: [link]. If you have any questions, feel free to reply to this email. Best, |
This meeting follow-up template is your chance to create a positive candidate experience! Send it after an interview to express gratitude, open a line of communication between you and your candidate, and ensure the candidate knows when to expect an update from you.
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Subject line: Thanks for meeting with me + next steps Hello {FNAME}, I appreciate you making time to meet with me! Chatting with you about the [job position] at [company] was a pleasure. As we are still interviewing for this role, we’ll reach out to you with potential next steps within [time frame]. If you have any additional questions, feel free to reply to this email. Best, |
Keep potential candidates engaged after an informational session with this follow-up example. It’s a friendly way to keep the conversation going while providing the necessary resources the candidate will need.
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Subject line: Thanks for attending the info session Hello {FNAME}, Thank you for attending our info session! It was fantastic chatting with you about [company] and getting to know you better. If you’re interested in applying for a position at [company], you can do so by visiting: [link]. If you have any additional questions or need help, please reply to this email or reach me at [phone number]. Best, |
Send this email after your onboarding sessions to ensure a smooth transition and warm welcome for new hires! This template summarizes key takeaways, key points discussed, and builds a friendly and open atmosphere with the new employee.
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Subject line: Welcome to [company]! Onboarding follow-up Hello {FNAME}, Once again, welcome to [company]! Getting to know you better was a delight! I hope the onboarding session was helpful and that you feel a little more familiar with the company. Some takeaways from our onboarding session:
If you have any other questions or need any support in the future, you can always reach me at [email] or [phone number]. Best, |
Do you want to maintain open communication and support employee engagement? This template is perfect for you! Send it after a check-in to express appreciation for their time and feedback, recap any next steps, and keep the communication lines open.
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Subject line: Thanks for our check-in Hello {FNAME}, Thank you for sharing a bit about your experience! I really enjoyed our discussion and appreciated your feedback. As a reminder, these are the next steps for us:
If you have any other questions or feedback, or need any support, you can always reach me at [email] or [phone number]. Best, |
This template is ideal for sending shortly after an exit interview to express gratitude and ensure respectful closure. It will help you to maintain positive connections, gather final feedback, and leave the door open for future discussions.
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Subject line: Thanks for making the time for our exit interview Hello {FNAME}, Thank you for meeting with me. I truly appreciate you taking the time to share more about your experience at [company]. If you have any other questions or feedback, feel free to reply to this email or reach me at [phone number]. I wish you all the best in the future! Best, |
Send this email after a usability testing session to express your gratitude and encourage further feedback! It will ensure the participants know their insights and time are appreciated and valued.
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Subject line: Thanks for participating in our usability testing session Hello {FNAME}, Thank you for participating in our usability testing today. We really appreciate you taking the time to test and help us improve our product. Best, |
This follow-up template is a perfect tool to reinforce connections after a productive product feedback session, ensuring participants feel valued and their insights acknowledged. It also helps to gather feedback post-session and pave the way for ongoing engagement.
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Subject line: Thanks for sharing product feedback for [company] Hello {FNAME}, Thanks for participating in our feedback session! We truly appreciate you taking the time to test and help us improve our product. Best, |
This template will be perfect to send after your first meeting with new clients. It outlines all the next steps, lets them easily book a follow-up meeting, and encourages them to continue the incredible journey ahead.
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Subject line: Next steps for your nutritional wellness Hello {FNAME}, Thank you for meeting with me today! Our conversation about your wellness journey left me genuinely excited about the positive changes ahead. Reflecting on our discussion, here's a quick rundown of what's coming up:
Remember, I'm here whenever you need a sounding board or have any questions. I can’t wait to see the incredible transformations coming your way! Best, |
Send this email right after your first meeting with a new client. It lays out the upcoming actions, simplifies scheduling a follow-up meeting, and motivates them to continue embracing the exciting journey ahead.
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Subject line: Next steps for your financial success journey Hello {FNAME}, I hope you're doing great! Our recent chat about your financial goals was fantastic—I'm thrilled to be a part of your journey towards financial wellness. Here's a quick recap of our discussion and the steps we'll take:
Remember, I'm here to support you every step of the way. Feel free to reach out anytime you have questions or want to discuss your progress. Best, |
This template works wonders after a first meeting with a new client. It's a friendly nudge that keeps the positivity going post-meeting and sets the tone, expectations, and next steps for your journey together.
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Subject line: Next steps for your growth journey Hello {FNAME}, I hope this message finds you feeling inspired! Our recent conversation about your life goals and aspirations truly resonated with me—I'm thrilled to be part of your path toward personal fulfillment. Let's highlight what's in store for our journey together:
Remember that I’m here to offer guidance and encouragement whenever you need it. I'm genuinely looking forward to being a part of your journey and seeing you thrive! Best, |
While all of the templates we just went through will do wonders for keeping things flowing post-meeting, there’s so much more you can do with these messages!
Now that you have the essentials down, consider sending a second or even third follow-up email. Here are some ideas of what you can add to boost the effects of your message:
This template lets you use a follow-up email as a chance to entice a new client to purchase by offering them a promo code or discount.
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Subject line: Exclusive offer just for you Hi {FNAME}, It was wonderful meeting with you last week! As a thank you for our chat, I wanted to extend an exclusive offer just for you: [Offer details—discount code, early access, free trial, etc.]. This offer is available until [date], so if you’re interested, I’d love to help you take advantage of it! If you have any questions or need more info, feel free to reach out. Looking forward to working together, [Your name] [Email signature] |
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📚 Resource recommendation: Discover more ideas and templates to help you leverage follow-up emails as an effective way to kickstart email marketing for your small business. |