Follow up email after a meeting with clear next steps
The meeting went well, but a week later nobody remembers who agreed to do what. A follow up email sent the same day fixes that: a thank-you, the decisions, a list of action items with owners and dates, and the next step. This prompt has your todo.is agent write it from your rough notes, or from a recording or transcript you attach.
The prompt
- Write a follow up email after my meeting with [WHO YOU MET] about [MEETING TOPIC] on [MEETING DATE]. Use [YOUR NOTES, TRANSCRIPT OR RECORDING]. Start with a one-line thank-you, then: decisions made, action items as a list with owner and due date, open questions, and the next meeting or step: [NEXT STEP]. If an action has no owner or date in my notes, mark it "to confirm" instead of guessing. Keep it under 220 words, friendly and scannable, with a subject line that includes the topic. Attach any document mentioned if I provide it. Save it as a Gmail draft. Do not send it.
What to change
- [WHO YOU MET]: E.g. "Ana and Felix from Orbis Retail".
- [MEETING TOPIC]: E.g. "the loyalty app pilot".
- [MEETING DATE]: E.g. "today" or "Tuesday 4 November".
- [YOUR NOTES, TRANSCRIPT OR RECORDING]: Paste notes, attach a transcript, or attach the audio or video recording. Your agent transcribes it.
- [NEXT STEP]: E.g. "pilot review call on 2 December" or "they send the signed proposal".
Example result
- The email
- Subject: Loyalty app pilot: notes and next steps
- Hi Ana and Felix,
- Thank you for your time today. It was great to hear how the Orbis stores are preparing for the pilot.
- Decisions
- • The pilot runs in 3 stores: Leeds, York and Hull
- • Start date: Monday 17 November, for 6 weeks
- • Success measure: share of receipts linked to a loyalty account
- Action items
- • Ana: send store opening hours and staff contact list (by 7 Nov)
- • Felix: confirm the till software version in each store (by 10 Nov)
- • Me: send the staff training video and posters (by 12 Nov)
- • Me: set up the weekly results dashboard (by 17 Nov)
- • To confirm: who prints the in-store posters
- Open questions
- • Can points be used on sale items? Ana to check with Finance
- Next step
- Pilot review call on Tuesday 2 December. I will send an invite.
- Let me know if I missed anything.
- Best,
- Chris
- Why this works
- • Same day. Memories are fresh, and the email becomes the record
- • Owners and dates turn talk into commitments
- • "To confirm" is honest and prompts someone to take it
- Variations
- • After a sales meeting: add a short recap of their goals in their words, and the proposal date
- • After a job networking chat: keep it to a thank-you, one thing you learned and any intro they offered
How to do it with todo.is
- Copy the prompt and fill in who you met, the topic, the date and the next step.
- Paste it into todo.is and attach your notes or the meeting recording.
- Your agent transcribes if needed and writes the follow-up with owners and dates.
- Check the action items, send it, and ask your agent to remind you a day before each of your own deadlines.
Tips for a better result
- Send it within 24 hours, ideally the same day.
- Put action items in a list with a name in bold at the start. People scan for their own name.
- Only record a meeting when everyone knows and agrees.
- Ask your agent to add your own action items to your todo.is list so they do not stay in the email.
follow up email after a meeting: FAQ
- How soon should I send a follow up email after a meeting? The same day or within 24 hours. After that, details fade and the email feels like an afterthought.
- What should a meeting follow up email include? A short thank-you, the decisions, action items with owners and dates, open questions and the next step.
- How do I write a follow up email after a sales meeting? Summarize their needs in their own words, confirm what you will send and when, and propose the next step with a date.
- Can todo.is write a follow-up from a recording? Yes. Attach the audio or video file and your agent transcribes it, then writes the summary and the email. Check names and numbers before sending.
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