Meeting minutes
Follow-up email after a meeting: 6 examples you can copy
Trippi Notes team · facts checked on 2026-10-01
A good follow-up email does three things: says thanks in one line, writes down what was decided, and makes the next step clear. Send it the same day. Here are six you can copy, including the one most people never write: the email for a meeting where nothing was decided.
Subject lines
The subject line says what is inside, so people can find the email again in a month. Name the meeting or the project, and the date if you meet often.
- Recap: [meeting name], [date]
- Next steps from today's call
- [Project]: what we agreed
- Thanks, and the two things I owe you
- Notes and action items: [meeting], [date]
- [Topic]: not decided yet, here is what we need
- Great to meet you, [name]
- Following up on [topic]: one question
1. To a client
After a project or account call. Short, friendly, and it makes your promises visible.
Subject: Recap: [project] call, [date] Hi [name], Thanks for your time today. Here is what we agreed: - [Decision 1] - [Decision 2] Next steps: - [Your name]: [task] by [date] - [Client name]: [task] by [date] The full notes are here: [link]. If I got anything wrong, just reply and I will fix it. Best, [Your name]
2. To your manager
After a one-on-one or a meeting your manager missed. Lead with what needs their attention.
Subject: Next steps from today's call Hi [name], Quick recap of [meeting] today. Decided: - [Decision 1] - [Decision 2] I will: - [Task] by [date] - [Task] by [date] I need from you: - [What you need, e.g. approval of the budget] by [date] Everything else is in the notes: [link]. Thanks, [Your name]
3. To the team
After an internal meeting. The task list is the point; keep the rest to one line.
Subject: [Project]: what we agreed Hi all, Thanks for today. Short version: Decisions - [Decision 1] - [Decision 2] Action items - [Name]: [task] by [date] - [Name]: [task] by [date] - [Name]: [task] by [date] Open questions - [Question]: [name] will find out by [date] Next meeting: [date], [goal]. Notes: [link] [Your name]
4. After a sales call
Repeat their problem in their words, then one clear next step. No feature list.
Subject: Thanks, and the two things I owe you Hi [name], Thanks for the call today. What I heard: - Today you [how they work now]. - The problem is [their problem, in their words]. - A good result for you by [date] would be [their goal]. The two things I owe you: - [Material, e.g. pricing for 20 seats] by [date] - [Answer to their question] by [date] Next step: [meeting / trial / call with their team] on [date]. Does [day and time] work? Best, [Your name]
5. After a first meeting
After an intro, a networking call or a first talk with a new partner. Thank, remember one detail, suggest one thing.
Subject: Great to meet you, [name] Hi [name], Thanks for taking the time today. I enjoyed hearing about [one specific thing they told you]. As promised, here is [the link / the contact / the article] I mentioned: [link]. I think we could [one concrete idea for working together]. If that sounds useful, how about a short call in the week of [date]? Either way, good luck with [their project]. Best, [Your name]
6. When nothing was decided
The rarest email and the most useful one. It turns “we will see” into a date.
Subject: [Topic]: not decided yet, here is what we need Hi all, Thanks for today. We did not decide [question] yet. To decide it, we need: - [Information 1] from [name] by [date] - [Information 2] from [name] by [date] With that, we can decide on [date] in [meeting / by email]. Until then, we keep [current plan / no change]. If I missed a reason we could not decide, please reply. [Your name]
Rules that make it work
- Same day. After two days nobody remembers the meeting the way you do, and your version becomes the only version.
- One name and one date per task. “We will look into it” is not a next step.
- Under 150 words. Link the full notes instead of pasting them. Most people read the first five lines.
- Their words, not yours. Especially after a sales call: repeat the problem the way they said it.
- Ask for corrections. “If I got anything wrong, reply” turns your email into the agreed record.
Where the content comes from
An email like this is easy when you already have the minutes. If you do not, write the three parts first: decisions, tasks with owners, open questions. How to write meeting minutes explains the format; minutes in English has the phrases if English is not your first language.
Write it from the meeting itself
Trippi Notes drafts this email from the call: the decisions and tasks that were actually said, with names. You read it, change what you want, and send it from your own mail. Nothing is sent for you.
It also works when the call was in another language: the email comes out in the language you pick. It works on Google Meet, and on Zoom and Microsoft Teams in the browser. Tell people you are taking notes, the same way you would say it with a pen in your hand. How to ask, and what to say.
FAQ
Asked about this.
When should I send a follow-up email after a meeting?+
The same day, ideally within a few hours. The next morning at the latest.
Who should send it?+
The person who ran the meeting, or whoever took the notes. Agree on it at the end of the call so two people do not send two versions.
How long should a follow-up email be?+
Under 150 words. Link the full notes for anyone who needs details.
What if nothing was decided?+
Send one anyway. Say what is not decided, what information is missing, who brings it, and when you will decide. Example 6 above.
Should I attach the full notes?+
Link them instead. A link stays up to date if someone corrects the notes; an attachment does not.
Read next
Draft my follow-up from the call
Trippi Notes is in the Chrome Web Store. One click on the icon when the call begins, and nothing before that.