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Thank you for a great meeting

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Thank you for a great meeting
May 09, 2019 Anniversary Wishes For Parents No comments

You can nurture your new business relationships right away by sending a thank you email after meeting prospects and colleagues.

by Ilya AzovtsevNovember 14, 2018Reading Time: 5 minutes

How to write an email after business meeting?

No matter if you're in sales, business development or the founder of a small or medium company - business meetings are an essential part of life. You discuss new opportunities with leads and prospects, you create new partnerships and the most important thing - you build relationships with other people in business.


Now in 2018 and 2019, there is no B2B or B2C anymore, today is the era of H2H (human to human).


You don't talk to brands, you talk to a real person, you don't pay money to a company. You pay to people you trust. So we highly recommend you send a business thank-you email after meetings (no matter what it was, a call via Hangouts or a face-to-face meeting in office).

Here a few Why's:


   Follow up emails after a meeting remind your client/lead or partner about the context of your conversation.

Everybody  forgets important things so it's better to drop a line with a summary and next steps, so your client won't have a chance to lose any information you discussed.


  Thank you email after a business meeting sets you apart from others.

Your client probably has dozens of meetings to reach their business goals. You might be the 2nd or even 20th person they talk to. So if you write a follow-up email after a business meeting and others don't your chances become much higher.


  An email after a business meeting is a good chance to build relationships.

You don't just show that you're polite, but also you're a good person to do business with. You don't forget about your partners and the relationships with them are really important to you.

So now we understand why a thank-you email after a business meeting is important and why you should do this. In this article, we'll show you how to write an email after a business meeting so you can achieve all the above points.

Ok, it's important, but how to write them?


There are a few things you have to DO to make your emails relevant and make them work.


#1 Send emails within 24 hours of a meeting

It's important to be first in your client's mind, so no matter how a meeting ended write a follow-up email as soon as possible. Your recipient will remember who you are, why you are writing and what the next steps are so you'll be on their focus.

If you send a follow-up email a week after the business meeting you probably will be ignored. Since you're not relevant (it's not the best time to discuss something with you right now) - your recipient will snooze your conversation till later.

#2 Choose the right subject line for a thank you email after the business meeting

Ok, you sent an email within 24 hours but it doesn't guarantee your email will be opened. If your email isn't opened it doesn't exist - it's the same if as you never sent that email at all.

What affects whether your recipient opens an email from you or not:

  1. Your subject line  

  2. First sentences in your email 

So our recommendation is: you should be as precise in the subject line as you can.

When your recipient opens their inbox they scan the emails and ignore general ones (usually they are just automatic campaigns or even spam). But since you know this person it's your chance to be highlighted in their Inbox.

Use the most personalized thing you can in the first sentence and in the subject Line - for example:


 "Thank you for our meeting on Monday"

 "It was nice to have a call yesterday"

 "Thank you for the story about your business trip to LA" (if your recipient told you any stories, of course :-D )


Personalize your subject line and the open rate will be really high. And to check whether your recipient opened your important email or not we highly recommend you track all sent email with the email tracking tool for Gmail

#3 Summarize your business meeting in the email

Before the meeting, it's important to send a business meeting agenda but after the meeting, it's important to summarize what was the main topic of your conversation and what were the results of it.


Just say in the 1,2,3 model what you discussed and what were the results of it. For example:


   "Let me summarize what we discussed today:

1- We prolong you a free trial of Docsify to December

2- You're planning to discuss the purchase with your CEO

3- We plan to make personal 1-to-1 calls with our Customer Success team to train your team to use Docsify"

So your email reply after a business meeting should briefly remind them what happened in the meeting.

#4 Describe the next steps

No matter how your business meeting ended, you need to describe what should be done further. Does a recipient need to do something? Or what are your next steps?

So this point is very important to make your message clear.

For example:


  "Our next steps are:

From our side we'll prepare the invoice with all the necessary points

We're also waiting for your response about how many users you will have. Once we know that we can increase the number of seats in your account."

#5 Call to action and email message closing

At the end of your email, the recipient should do something. It may be:


  • Check your Presentation or Proposal

  • Try your software by clicking the link

  • Or reply back with the answer

To get a response you have to have "Call to Action". At the end of your email you need to say:

  "Also please read our proposal, please pay attention to the 7th page - we've prepared a special offer for you there."

And attach the file with your Proposal.


  "Also, please try our software by clicking here. After you install it our customer success manager will contact you and answer any questions you may have"

 Note: Don't put several calls to action. Add only 1 and your results will definitely increase. (It seems like too much effort to do when you need to click a link, read a proposal and reply, so people will tend to ignore several calls to action)

#6 Follow-up (again)

Let's say everything is OK, and you wrote your email during the 24 hours after the meeting, had a nice and personalized subject line and described what was on the meeting and what are the next steps and you even have a call to action and it's only 1 call to action.

But what if you didn't get a response to your thank you email - don't worry, it's OK. Statistics show that people are more likely to reply after a few follow-ups. So wait a few days and drop them a line again.

Also, almost 50% of salespeople don't send a follow-up after the 1st email, so if you send at least one - you're already MUCH closer than your competitors.


Also if you track your emails with Gmail tracker we recommend you follow-up in 10-15 minutes after your recipient opened your thank you email. (Usually, you get a much higher reply rate if you send a follow-up while your client is thinking about you)

If you send any PDFs and proposals - track them as well with PDF tracker, so you will know how much time your recipient spends on each page of your Document. Based on this information you can understand which pages were seen and which were ignored, so you will know what to say. For example -  if a recipient spends 70% of their time on Pricing Page, be prepared to talk about Pricing.

#7 Check your email with Grammarly

You've written your email and spent dozens of minutes on it, but you lost a few letters and now it looks dreadful…

Wow, it's horrible. You can't build strong relationships if your partner or client or prospect sees that you make grammatical mistakes. Your reputation is going down…

So we recommend you use Grammarly that tool that will highlight your grammar mistakes.

How to write an email after a business meeting

So now you know what to do to compose your thank you message and now we'd love to share an example so you'll know how to write an email.

Here is the customizable email template:


  "Hello {first_name}

Thank you for your time and giving us an opportunity to have a great meeting today. It was nice to discuss {business_goal} for your {company_name).

Here are the main takeaways from our meeting:

  • We have agreed with {something you agreed}

You mentioned that you would like a special offer, so here what we can do for you {special_offer}.

Based on our discussion our next steps should be :

{next steps}

Also please take a look at our presentation that describes how we helped companies such as yourself ({their_competitors})

Looking forward to hearing from you.

Kind regards,



The follow-up email after the business meeting is important. So you need to prepare a good one with a personalized subject line, takeaways of your meetings, next steps and direct call to action. Also, it's important to send this email as soon as it possible.

By the way - when you prepare your thank you follow-up email create an email template in Gmail to use it again in seconds.

Hope it was helpful!

Add Docsify to Chrome

Read more interesting posts:


  How to merge 2 Gmail accounts?


  Top 25+ Must-Have Tools For Your Digital Marketing Agency In 2019


  4 Steps to Have an Inbox Feature in Your Gmail

You can nurture your new business relationships right away by sending a thank you email after meeting prospects and colleagues.

Every thank you note should include this sentence

thank you for a great meeting

A successful sales meeting on its own is rarely a reason to celebrate your success. The outcome of it is, however, crucial. You either get a new client or not. Fortunately, there is a way for you to improve the chances for a positive outcome. A simple thank-you letter after the sales meeting.

So, how to write a thank-you email after a sales meeting? Is there some magic formula to it? Is sending an email with the words “thank you” enough or does it have to be something more elaborate?


Bear with us, and we’ll share with you the components of a good follow-up email, talk about the best practices, and show a few custom examples of such emails.

What is a thank-you letter after a sales meeting?

A follow-up thank you email after a sales meeting is self-explanatory. It’s an email which you send right after meeting with a prospective client to thank them for an opportunity to talk.

It doesn’t have to be an email. A handwritten note is sometimes even better. However, you never know when it’s going to be delivered to your prospect. For example, when the potential client is housands of miles away, and you had your meeting over Skype, sending a postcard might be not the best decision. Sending an email would be simpler, faster, and more appropriate.

Why should you send a thank-you email?

The first thing to remember is, never forget to thank your prospects for meeting with you. It’s not just the matter of politeness. It is a vital step in nurturing communication and building a stronger relationship.

Your follow-up email is your chance to remind of yourself once again and to highlight the benefits of your cooperation. In it, you can strengthen your point and provide additional value. With its help, you can create a lasting impression and make sure it’s a positive one.

Last but not least, your thank-you letter can encourage your prospect to take the next step, whether it is another meeting or a purchase.

Therefore, it is essential to know how to thank someone after a sales meeting properly. And it’s not just about knowing the sales tricks, but mainly about clarity, friendliness, and following the guidelines of business communication.

Key elements of a good thank-you email after a sales meeting

A thank-you email must be not only polite but also memorable and attention-grabbing. But, first and foremost, it must follow proper structure. To better understand the composition of a thank-you letter after a sales meeting, the sample provided by Business Insider would be a good start.

Image courtesy of Businessinsider

The sample thank-you email has the following ingredients:

  • A proper greeting
  • An opening paragraph that grabs attention
  • Professional tone of voice
  • Clarity and conciseness
  • Reference points or reminders
  • A mention of the next step in the closing

We will complete this list with some more pivotal elements of a successful follow-up email and will start with the subject line. So, let’s see how to write a thank you-letter after a sales meeting by looking at it main components.

1. Use a proper subject line

First of all, your “thanks” email after a sales meeting must have a subject line. This way, the recipient will immediately know what it is about. Secondly, the subject line needs to encourage to open and read the email. You can try the following:

  • let it summarize the email’s content;
  • make it personalized;
  • make it brief — no more than 65 characters long;
  • ask a question.

2. Simply say thanks in your follow-up

If you a writing an email to thank someone after a sales meeting, just start it with the words “(I would like to) thank you.” Remember that the phrase “Thank you for the meeting” is not enough. You need to be more specific than that. Thank people for taking their time to view your product, for considering your solution, or for discussing their business needs with you. Still, remember to be sincere when thanking another person. Either write only what you mean or just be polite.

Image courtesy of Pinterest

3. Give a short review of the meeting

Provide a summary of the meeting in your follow-up letter. It will help the prospective client recall the event. Imagine a situation where your contact person is considering your solution together with five other products from your competitors. How well do you think your prospect will remember the details of each particular meeting?

Always mention the date, time, and topic of your meeting. This makes it easier for the addressee to find your email later by merely entering the date in the search box.

4. Specify the issues you agreed on

After you’ve summed up the meeting agenda, reiterate what you have agreed upon. You must always take notes right after every single meeting so that you can quickly insert them into your follow-up emails. Stating once again the points of agreement will help you and your potential client have everything at hand, which can even speed up the deal.

5. Provide the answers to the questions

In case your collocutor had questions, to which you didn’t find immediate answers, provide them in your follow-up note. Remembering to answer these questions will present you in a very favorable light. Failing to do so will have a negative impact on the trust towards you and can also badly affect your reputation.

6. Mention the next steps

Every sales meeting must have a clear purpose. It can be either a new meeting or a phone call, or a sale if everything goes ideally. You need to connect your email with this purpose by suggesting the next steps or offering a call to action. You might just write at the end of your note that you hope to hear from the person within the next week and that, in case of no response, you will follow up again.

7. Add a presentation of your product

You might already know that your prospect will not remember all the features and advantages of your product after several hours. Therefore, you should send them your sales presentation or a 

product brochure. If you have done so during the meeting, you might have some additional materials that will help your prospect get to know your solution better. Be careful though not to send too much information at once.

8. Use a professional email signature

Bear in mind that your thank-you note is a part of your business communication. Keep the style and format of your email professional. A business signature is a must. If you are not sure what to include in it, see the examples at NEWOLDSTAMP. In general, remember that a good signature must contain:

  • your name and position,
  • your company’s name and website,
  • your corporate logo,
  • your company’s business address
  • your additional contact details.


9. Verify the date of the next contact

You must have agreed on your next contact during the recent meeting. Make sure that your prospect has not forgotten about it. Remind about the date and time in a follow-up thank-you letter and ask the person to confirm. Sharing with them a calendar link would be good as well.

Write the person again before the next meeting, just to check if nothing has changed in their plans.

Best practices and tips for sending a “thanks” email after a sales meeting

Now that we have covered the main elements of thank-you letters, let’s look at some of the best practices and tips.

Send your thank-you email immediately after the sales meeting. Otherwise, your competitors might win over your potential client. In any case, it’s always better to follow up with someone right away, when the conversation is still fresh in your mind.

  • Send a personalized and specific thank-you letter

Don’t just send a standard sample thank-you email after the sales meeting. Customize it accordingly to each particular situation and every particular prospect. Mention a situation from the meeting that both you and your recipient would relate to.

Try to bring in some extra value in your email. You always can share additional information that will help to understand your product better. Still, don’t limit it to your product only. Just think about what your recipient would find useful and share it. It can be even a link to a third-party article.

Image courtesy of Pixabay

There’s no need to write long follow-ups. Keep your letter simple, brief, and to the point. Value their time. Avoid sales pitches and don’t overcomplicate.

  • Use a professional tone of voice

Consider the tone of voice that you used with your prospect during the meeting. There is no need to revert to formality if your communication has been relaxed and friendly so far. Still, keep it professional.

  • Try to grab attention from the first sentence

In your follow-up email, you grab the recipient’s attention twice: firstly, with a relevant subject line, and secondly, with the very first sentence. Address the person and thank them for something specific. Make it clear that you have understood their needs and are eager to start working on the optimal solution. Something like that would work: “Hi John, thank you for discussing with me your current marketing challenges earlier today. I hope we can address them together with ProductZ’s help.”

Carefully consider the words you are going to use in your email. Avoid jargon, colloquialisms, and overly sophisticated phrases. Make sure your message is clear, concise, and professional. What’s more, your email must be empowering and positive, so pick your words accordingly.

Mistakes to avoid in a thank-you letter after a sales meeting

It might seem that writing a thank-you letter after meeting your prospect is a no-brainer. Just make sure you stick to the structure and follow the best practices. However, there some crucial mistakes salespeople often make, which can cost you a relationship with your potential customer. We’ve listed some of those mistakes below.

A thank-you letter must be all about your prospect and never about you. Don’t talk about yourself or ask for favors. Your task is to show your gratitude and provide additional value. That’s about it. Fitting in any personal requests will be just out of the line here.

Image courtesy of Quora

  • Sending it to a wrong (or only one) person

Always make sure you’re sending your email to the right recipient. Check that the name of the person and the company in your address line matches the names in your message. In case you had a meeting with several people, include them all in your email. Otherwise, it might turn out that the real decision maker is the one you’ve left out in your correspondence.

  • Not adding additional contact information

Provide all the ways to contact you. If you suggest having a call sometime later, make sure you’ve included the phone number or your Skype name. All in all, your contact information should be in your business signature.

Nothing is worse than an impersonal “thanks” letter after a sales meeting. If you have a ready-made template, adjust it to every particular case and personalize it for each prospect you are communicating with.

  • Flattering instead of complimenting

Taking flattery for a compliment is easy. However, your recipient will always tell them apart. Don’t praise your addressee for something that you are not sure about. Express your admiration only for things that you really find fascinating or inspiring.

Examples of a thank-you letter after a meeting

Let’s now take a look at some real-life examples of follow-up letters. When you’re about to thank someone after a sales meeting, a sample like one of the following will come in handy.

Example 1

Subject line: Some follow-up notes on our today’s meeting

Dear [Name],

Thank you so much for taking the time to meet with me earlier today. It was great to hear about your current marketing challenges and to brainstorm the ways to generate more leads for your brand. For your convenience, I’m sending you a presentation of our marketing tool together with this email.

You asked my opinion as to which generation channels would work for you best. I think we should start with landing pages, retargeting campaigns, and downloadable content. Earlier this year, I’ve worked on a similar case to yours. I thought you might find it interesting, which is why I’ve attached the case study below.

We can discuss the details during our next call that is scheduled on 15th March. Until then, don’t hesitate to contact me if you have any questions.

I also wanted to say that, regardless of the outcome of our future conversation, I appreciate you giving me the chance to talk to you again. I imagine how busy you might be right now with your new product on the horizon.

Have a lovely and productive week!

Kind regards,

John Smithson

[Your business signature]

Example 2

Subject line: It was a pleasure talking to you today, [Name]

Dear [Name],

I would like to thank you for the opportunity to meet with you and your team this afternoon. It was insightful for me to learn about YourCompany and its story. I hope to do my best to help you overcome your current challenges.

For your reference, I’m attaching the summary of our meeting below. If you have any questions, requests, or comments, please do not hesitate to message or call me.

I will be emailing you next week to check your availability for our second meeting where we can discuss your current marketing strategy and make some adjustments to it.

Thank you again for our fruitful conversation today. It will be a pleasure for me to work with you in the future!

Best regards,

John Smithson

[Your business signature]


A “thanks” mail after a sales meeting is an essential part of every salesperson’s job. It is a small ritual that can foster business relationships and bring in new clients. Your ability to craft a great thank-you email can be a significant contribution to your brand’s positive image. That’s precisely why you need to do it the right way.

Fortunately, thank-you follow-up emails are not hard to write. Simply make sure you keep it polite, professional, concise, and useful. Avoid making it about you, focus on your prospective client instead. Express gratitude, your willingness to help, your availability, and your readiness to take the next step. And, most importantly, be sure to proofread your letter and check its accuracy before hitting the Send button.

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Ostap/ Author

Ostap is a strong marketing professional with 2+ years of experience in the software industry. Skilled in Marketing Strategy, Digital Marketing, SMM, Content marketing, Search Engine Optimization (SEO), Google Analytics and Google Adwords.

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How to write an email after business meeting?

thank you for a great meeting

If you are a B2B business, you depend on regular meetings with clients. It doesn’t matter if these are phone calls or actual face-to-face encounters, the point is that you’ve made a connection. However, it is usually not enough. You need to stay in touch with your clients, to make them remember you, your company, and your services. In our experience, the best starting point here is writing a follow-up thank-you email after the meeting.

Like meeting invitation or cancellation emails, follow-up messages are something that you should master to be better in business communication. Unfortunately, not everybody is aware of the power of follow-ups. What’s more, not everybody is good at following up. This is why we are dedicating the current article to issues, including:

Apart from the basics, we’ll also cover some typical mistakes people make when following up after a business meeting.

Your follow-up thank-you email after a meeting is a part of networking

A thank-you email after a meeting not just a nice touch, but a necessary step in building and maintaining any business relationship. Sending a personalized thank-you note for the business meeting establishes a connection with your clients.

Image courtesy of Freepik

The power of a thank-you letter after a meeting:

  • It reminds your client of a recent meeting with you
  • It sets the tone of your communication with the client in the future
  • It ensures that you and your client are on the same page after the meeting
  • It lets you provide a recap of the planned activities
  • It speeds up bringing your mutual plan to life

Send a meeting follow-up email ASAP

The first rule of follows-up: send yours as soon as possible. And better do it on the same day, while the memory is fresh, and the mind’s not been changed. Failing to write the client within the first 24 hours after your meeting might result in losing the progress you’ve made with them.


Imagine a situation: your client has several appointments with different companies on one day. The same problem is discussed. Within the next few days, some companies follow up, and some don’t. Although the solutions that you and your competitors propose might be different, the client is more likely to remember and choose those who wrote a follow-up email. So, act quickly. Send your message ASAP.

Choose a proper “follow-up email after the meeting” subject line

You’ve made up your mind to send a follow-up message shortly after the appointment: great! Now here’s your first challenge: to write a subject line for a thank-you email after the meeting. A quick tip: by your email subject, the addressee should immediately know what the letter is about.

Image courtesy of Mindmaven

Avoid too general subjects like “Thank you” or “A quick follow up” and try to be slightly more specific. What are you thankful for? What are you following up on? Such as:

A quick follow-up on today’s meeting

Your subject line for a follow-up email after the meeting might contain the name of the person or people with whom you met. This will make your message more personal. Like in the examples below:

Great meeting you today, {Name}

It’s been a pleasure meeting you, {Name}

If you want to get straight to business, your follow-up email subject line after meeting should be a little more official and to the point. You can try one of those:

Today’s meeting takeaways

Our yesterday’s meeting follow-up

Here are a few recommendations on {insert the discussed topic here}

Structure of a follow-up email after a business meeting

Now, what should be inside your after-meeting email? For sure, it must start with a greeting and be followed by a thank you. It is recommended to mention the topic discusses at the meeting and the main takeaways. Then, you will need to suggest further plans or steps and provide a clear call to action. Always end with a closure and your business email signature.

Image courtesy of Pexels

To recap, the structure of a meeting follow-up email looks as follows:

  • Greeting
  • A thank you
  • Statement of the discussed topic(s)
  • Main takeaways
  • Next steps
  • A call to action
  • Closure
  • Your email signature

Below we’ll take a look at writing a business meeting follow-up email in more detail. Meanwhile, it’s worth saying that it’s essential to adhere to specific rules when sending a follow-up meeting email. Adding common-ground references or suggesting the next meeting would make your follow-up email after a business meeting more personal and to-the-point. Read on to learn about some good practices for writing follow-ups.

1. Say "thank you” for the meeting

As mentioned earlier, it’s crucial to start your email with a thank you. However, be specific. What are you thanking for? You may be grateful for the client’s time, for insightful inputs, for sharing useful information about their company with you, or for the meeting itself. Be appreciative.


2. Add a common-ground reference

Write about the shared aspects that you’ve learned about during your meeting. Emphasize some positive elements of the appointment, such as a shared interest in coffee, a place you both went to school in, or a recent conference that you both attended. Write only what’s appropriate and don’t act overly familiar with the person.

3. Add a meeting recap in your email

Sometimes, your follow-up serves as a meeting recap email or a meeting summary email. There are the messages in which you summarize your meeting chronologically or logically. List your primary takeaways by answering the following questions:

4. Follow up on the promises you made at the meeting

After the meeting, you will most certainly have some homework to do. If you drafted a plan, provide the client with an approximate timeline of its execution. If you promised to answer a question or look up the best option to tackle the client’s problem, send the respective information to him or her in your follow-up.

5. Request the documents you agreed on

In case you agreed on working together, make sure you have the necessary documents before you start the work. An email after the business meeting is the best occasion to ask for the papers. Make sure you send the required documentation on your part as well.

Image courtesy of Pexels

6. Note the next date of contact

You will probably need to have another appointment with this client. It might be to update them on your progress or to discuss the further steps. Make sure you take the initiative regarding the next meeting, and it’s better to do in advance. Suggest a date for your next get-together and make certain that you both add it to the calendar.

Image courtesy of Pixabay

7. Add closing line

The email closure matters as well. Be professional and avoid informal closings, such as “See you later” or “Take care.” Stay formal and end your follow-up email with a classic “Best regards” followed by your business email signature.

8. Use a professional email message closing

The fundamental aim of following up is to have additional iteration with your prospect. You want the client to contact you back more than ever. Make yourself reachable. You might have exchanged business cards on the meeting, but it can get lost in piles of papers on the desktop or fell out of the pocket. The easiest way is to add a functional and interactive email signature. It will not only make your email look more professional but also provide your prospect with extra contact detail. So if they feel comfortable with giving you a call rather than writing you a message, let them use the number from your signature.

You can go even further. Make your signature speak to the prospect. All you have to do is add the banner with the right message and link it to the relevant landing page or case study.  You can see the good examples here.



Key fails when sending after meeting email

Image courtesy of Pexels

1) Sending your meeting follow-up to a wrong person

Probably the biggest mistake you can make is sending your after-meeting email to the wrong person. It will not only be odd, but you might also reveal sensitive information to a third party. So be careful with your To field. To be safe, you can find a thread with your client and respond to it with a new subject. If you’ve had a meeting with more than one person, make sure to include them all in your follow-up.

2) Making your thank-you email too long and not keeping it to the point

You don’t need to write a detailed transcript of your meeting. Just a thank you, a quick recap of the essential points, and a clear statement of the following steps with a call to action. That would suffice.

3) Not double-checking grammar

You should always pay extra attention to your grammar when communicating with clients. Spelling mistakes do sometimes cost lives. Jokes aside, they still can cost you important deals. Make sure your writing is impeccable by enabling tools like Grammarly. Also, do not rely on auto-correction.

4) Not including your additional contact information

Surely, your client must have your contact information already. But bad things happen, contacts can be lost, so you have to always include your phone number in your email signature. In case he or she has a pressing matter that needs to be discussed over the phone, they will always find that number in your latest email.

Image courtesy of Acknowledgeform

5) Waiting too long to send your thank-you email after the business meeting

Try to send the follow-up no later than 24 hours after the meeting. By waiting too long, you might risk losing your client to competitors (the worst case scenario). Even if you are sure that your relationship with the client is safe, you might just forget some essential takeaways from the meeting.

6) Writing a generic thank-you note

Don’t write a generic thank you. Always be specific and personal and do not send all your clients the same email. Even though you might use templates, customize your every single piece of correspondence. It will take some time to craft a follow-up email, but it will bring results in the end.

7) Showing your custom fields

In case you are using email templates, make sure your custom fields or merge tags are all replaced by actual information about the client. Leaving chunks of symbols like {!FirstName} is unacceptable: your follow-up will look like an impersonal bulk message. In case you are using an email-sending platform, don’t send anything without testing it first.

Customizable follow-up email templates after a meeting

Enough about the DOs and DON’Ts. Let us better give you a real follow-up meeting email sample. This is just an example of what you can write in your messages and how you can write them. You can take them and use them. Just be sure to replace our sample information with what’s relevant to you.

Here is a sample thank-you letter after meeting a prospective client:

Dear Henry,

Thank you for taking the time to meet with my colleagues from SailOnEmail and me today regarding your email marketing goals. It’s been a pleasure talking to you and learning about YourCompany.

Let me outline the main takeaways from our meeting:

  • Your team will enjoy a 3-month trial of our platform
  • We will help you set up your account and will be available to answer any of your questions
  • We are meeting in 2 months again to discuss your experience with the platform and to find how you can use it to even more advantage

I will write you next week to arrange our next meeting with you and your team. Meanwhile, if you have any questions, please feel free to message or call me.

Looking forward to hearing from you.

Kind regards,

John Matters


SailOnEmail: www.sailonemail.com

Bright Street 22, Townville 10101

Phone: +1234567890123

Skype: johnmatters23

Below is a slightly more detailed sample follow-up email after meeting a potential client:


Dear Henry,

Thank you for taking the time to meet with me and my colleagues from SailOnEmail today regarding your email marketing goals. It’s been a pleasure talking to you and learning about YourCompany.

Here are the main takeaways from our meeting:

  • We have agreed on a 3-month trial of our Pro platform for your team.
  • My colleague Peter will guide Jeff of your Marketing Department through the account setup process.
  • I am sharing with you our 2017 report on the best practices for a welcome email series.
  • My colleagues or I will be available to answer any questions that you might have in the process.
  • We agreed to meet in a few months to discuss your experience with the platform and to work on the ways for you to exceed your 2018 marketing targets.

You mentioned that you would like to have a bigger following on Facebook. What do you think about remarketing campaigns? Targeting your existing email subscribers on Facebook could help you grow a dedicated audience. If you are interested, I can tell you about this in more detail.

Meanwhile, please see the report on the welcome email series attached.

Peter will be contacting Jeff tomorrow at 12 PM. He will have everything ready for the setup by then.

If you would like to try remarketing, we can arrange a quick call tomorrow between 3 PM and 5 PM or Friday between 12 PM and 3 PM. What do you think?

Looking forward to hearing from you.

Kind regards,

John Matters


SailOnEmail: www.sailonemail.com

Bright Street 22, Townville 10101

Phone: +1234567890123


To sum it all up, always message your clients after a meeting, regardless of how long you’ve been working with them. Remember that, when writing a follow-up email after the meeting, subject line, thank you, meeting recap, and a call to action are your key elements to have. Make sure you don’t make mistakes, from typos to sending the email to a wrong addressee. Keep your message concise, personal, and polite.

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Thank you email after a business meeting sets you apart from others. You don't just show that you're polite, but also you're a good person to.

How to Write a Thank you Email after Meeting.

thank you for a great meeting

Meetings are great and networking events are fun, but don’t forget the next step: a perfect follow up e-mail that’ll help you stand out from all those other people in the crowd.


Because let’s face it–how many people do we really remember after attending a conference?

Sure, you may have added a hundred (or two) connections on LinkedIn, but chances are that if you try and remember who they are and what they do, you’ll come up blank.

Imagine this, though: you go to a regional business conference, shake some hands, and start a great conversation about linguini with Mr. Ravioli, a business owner who moonlights as a chef.

You talk for hours about pasta, which so happens to be your favorite dish. But sadly, once the conference ends, you part ways and forget all about the pasta–and the person behind it.


A few days later, a zinger of an e-mail pops up. “Hi,” it says. You don’t usually read e-mails, but you read this one because the subject line is interesting.

As you read on, you remember Mr. Ravioli, and start wondering how you ever forgot about him. After typing a happy response back to him, he sends a calendar invite for lunch and boom, three weeks later, you’re working on a small side project together.

Why do you go to conferences and meetings? It isn’t to be sold to, we’re sure.

Rather, you–like everyone else in the world–crave real, human connection.

The best way to kickstart conversations that matter is to FOLLOW. UP.

Here, we’ve collected some top tips for you so that you can craft the perfect catch-up e-mail–one that people will actually open and read.

The key to enthralling readers is to stop trying so hard to sound like a professional. Using big words and overly formal language can sound salesly and robotic; you’ll fail to make that vital connection with the person on the other side of the screen.

On the other hand, if you try too hard to sound jokey or friendly before you’ve reminded them who you are and why you’re messaging, you may come off as a creep.

Like most things in life, the art of the perfect FUP e-mail (sorry, I just really like that acronym) requires balance.

Don’t start out right away with the sales pitch (if you’re trying to sell to them, that is).

Instead, offer some value of your own by recommending a book or sharing something that’s helped you.

To be safe, here’s a bare-bones template that you can use to set the stage:

  1. How you met: at what event?
  2. A takeaway from your conversation: what did you talk about? What did you learn? How was it relevant to your daily/business life? How are you relevant to them?
  3. Your request: If you want to meet in person, suggest a venue or activity (coffee is the standard) and a few dates.

Still want a few more tips? Here are 6 more to keep in mind (or read on if you just want to grab those templates and run).

#1 Let them know why you’re following up.

You can send an e-mail gushing about all the fun things you talked about at the meeting or conference, but if you don’t tell them why you’re e-mailing, they may forget to respond. It’s just basic business etiquette–to let your client know why you’re getting in touch.

If you’re familiar with SEO and content marketing, then you know how important the call-to-action is. You should also have some sort of call to action in your e-mail, prompting your receiver to take the next step.

#2 Sort your leads and contacts.

We all go to events for different reasons. It could be to grow your pool of leads or to make sales. (Or perhaps you just want to get a bunch of free stuff). Always keep your purpose in mind when you’re making your connections–it’s possible to end up with hundreds of business cards after a weekend conference, and if you don’t sort them, you may never look at them again.

If you just want to grow your network, sending a LinkedIn invitation to each new contact with a short explanation of who you are might be enough. But if you want to do things like increase brand awareness, close sales, or make introductions, then the FUP e-mail is necessary.

#3 Show them that you care + listen.

One of the golden rules of selling is to make it all about the customer. People love receiving help, so it’s important to make yourself available before you start warming them up.

If they love books, you can offer them a free pdf of a book you really enjoy–if they mentioned a certain food they like, why not send them a recipe?

Be personal–show them that you listened to the details that most other people would’ve passed over. Look back at your notes and make your FUP e-mail shine!

Other ways to wow them: personalize, personalize, personalize.

Use their name, and make sure it’s the right one (seriously: God knows how many copypasted e-mails we get all day, every day, addressed to the wrong person).

Personalization helps your recipient feel like they’re worth more than a spammy blanket blast.

If you’re sending a post-meeting e-mail, then this tip still applies. Many meetings focus on the problems that have to be solved and the progress that’s been made. Though that’s important, you should also spend time congratulating your employees for a job well done. Give them recognition to affirm the work they’ve completed

#4 Keep it direct and simple.

Aim for a maximum of three paragraphs for each follow-up e-mail.

One that’s too long will feel spammy and boring unless you had a whopper of a chat with them about a bunch of different topics. Even then, the truth is that we’re busy–and responding to really long e-mails can be exhausting.

Subject lines don’t have to be entire sentences: just enough to remind them of who you are is enough. Directness and simplicity is especially important in the first e-mail, where you’re making your second first impression

#5 Don’t be afraid to get on a call.

Sometimes we can’t make time to meet in person. Sometimes we’re simply too far away. In that case, a phone call can work wonders.

If it’s been a few days or weeks and they haven’t responded to your initial follow up, it’s perfectly okay to follow up again.

To up the ante: even if you’ve crafted the most perfect e-mail, your contact just might not reply.

They might not even open it. That minor rejection may sting a little, and that’s fine. But that doesn’t mean you should give up on them entirely.

You have their business card, right? Go call them.

The phone is your best friend, and a powerful one, especially in the frantic world of sales.

Maybe your e-mails just got buried; maybe they weren’t even delivered. By getting your person on a phone call, you can recreate the connection and

#6 Time it right.

At Toggl, we love timing things. And when you’re writing follow-up e-mails, it’s important to time the sending properly.

It can feel too hardcore to reach out to new connections right after the event. Some recommend waiting a week, others recommend sending that e-mail out within a few days. Personally, I often wait until the one week mark.

What do you know about your connections?

If they work in an office, chances are they’ll check their e-mail first thing in the morning.

Though people do also check their inboxes after lunch, a lot of e-mails get sent out then, and it’s more likely that your message will get lost.

Aim for mid-serious business hours when their mindset is still a bit fresher.

Another tip: take time to listen to the conversations you’re having.

If a person says that they’re going to go to a wedding the week after the conference, then don’t send them an e-mail the day before the wedding. Instead, make a big impression by following up afterwards (you can even ask how it went for bonus points).

Now, without further ado: here are five (and one bonus) e-mail templates you can steal 🙂

Follow-up Email After Networking:

Subject line: Have you ever heard of [recommendation] for [problem]?

Hi [contact name],

It was great meeting you at [event name]. I’m [insert a little bit about you here–name, company, etc.]. I checked out your blog after [event name] and really loved your perspective on [certain topic]. Have you ever heard of [recommendation]? It’s something I use with my own team, and it’s been quite successful.

I’d love to talk more about it or send some examples over if you like. It was great meeting you at [event name] and I hope we’ll see each other again soon.


Subject line: I’d love to hear more about [project they’re working on]

Hi [contact name],

I really enjoyed speaking to you at [event name]. I loved hearing your thoughts about [specific topic–feel free to include some flattery here]. I saw on your [blog/LinkedIn] that you’re currently working on [insert project here], and [talk about how this relates to you or how you can offer help]. Let me know if you’d like to chat about it over coffee sometime, I’d love to hear more about it!


Bonus: The Fun One

Subject line: I met you at [event name] 🙂

Hi [name],

It was awesome to meet you at [event name]. Right now, you might be thinking, “Who is that?”. If you are, then here I am:

[picture of you, preferably smiling]

How was the rest of the event for you? I caught {speakers} session. It was superb!

If you ever need any advice on [topic of expertise], just fire me an email.

I’m always up for coffee or lunch or drinks if you’re ever in [location].

Have an absolutely splendid day,


To make connections:

Subject line: Connecting you to [insert name here]

Hi [name],

How are you doing? I wanted to reach out and connect you to someone you might be interested in meeting. This is [recommendation name], they [tell them about what your contact does]. (S)he could help you out with [project] that I know you’re working on. Let me know if you’re interested–I’ll set up an intro 🙂


Subject line: Introduction to [insert name here]?

Hey [name],

I really enjoyed meeting you last week at [event]. I enjoyed our conversation about [topics discussed here].

I was really humbled and honored by your interest in what I’m working on right now, and you mentioned that you know [name] at [company name]. If you have the time, an introduction to [name] would be very helpful, and (s)he might even be interested in hearing more about it.

To make it as easy as possible for you (I understand you may have a lot going on right now), I’ve written a short blurb below. Would you be able to take a moment to introduce us?


[Short blurb here]

Thank You Email After Meeting:

Subject line: Keep it up, everyone!

Hey everyone,

Incredibly excited about the progress we’ve all made. Wanted to take a moment to recognize a few key accomplishments:

[key accomplishments + why they matter]

In addition, I wanted to recognize some awesome people who’ve gone above and beyond in making this magic happen.

[tag people, describe their accomplishments, and why it matters].

As you can see, one of the most important components of each of these templates is the personal connection.

Whether that’s through being personable and personal and friendly, or by offering help, or even by attaching a photo of your lovely face, making that person stop and smile is a key step in winning them over.

By Theodora S. AbigailOn September 4, 2018

WATCH THE VIDEO ON THEME: Kimmy kimberley says thank you to fans on fans meeting day 2018

I would like to thank you for taking the time to meet with me about [name of child]. is doing everything [he/she] needs to in order to best meet educational goals.

thank you for a great meeting
Written by Goran
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