You’ve just finished an important meeting with a potential client, a valuable business connection, or a team member. You’ve had a productive conversation and progressed toward your goals. But now what?
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However, it’s not just the meeting itself that’s important. What happens after the meeting can make all the difference. One effective way to leave a lasting impression and build on the momentum of a meeting is by sending a sample thank you letter after a business meeting.
A well-written thank-you email can make all the difference in closing a deal or losing a potential client. It’s a small extra step but can be crucial when competing against fierce competitors and trying to stand out in the sea of other businesses.
The goal is simple: to show gratitude, professionalism, and appreciation for the meeting. It’s also a great way to refresh the memory of the person you met and even help to secure future business opportunities.
But what should you include in your thank you email? How do you write a meeting recap that adds value to the conversation?
In this article, we’ll show you how to write a follow-up thank you email after a business meeting and provide you with some sample templates for inspiration. We’ll also discuss the importance of sending a thank you email and provide tips on how to write a follow-up email that will leave a lasting impression.
When Should You Send a Thank You Email After Meeting?
Timeliness is crucial when sending a thank-you email after a meeting. The longer you wait before following up, the more likely your contact will move on to other things—or even lose interest in—your proposal.
It’s best to send a thank you email within 24 hours to maximize the meeting’s impact and leave a lasting impression. This shows that you’re prompt and professional and allows you to capitalize on the momentum of the session while it’s still fresh in your contact’s mind.
It’s a small step but with a big difference in a competitive market where every interaction counts.
There are, however, some exceptions to this rule. For example, if you’re following up on a job interview, it’s best to wait until the company has announced its decision before sending your thank you email. However, sending a thank you email within 24 hours is ideal for most business meetings.
What is the Importance of Sending a Thank You Email After the Meeting
Sending a “thank you for meeting with me” email may seem like a small gesture, but it can significantly impact your business’s success. The importance of sending a thank you email lies in the benefits it can provide, such as:
- Building and maintaining relationships: A sample thank you letter after a business meeting is a great way to show gratitude and appreciation for the time and effort a contact puts into an engagement. It’s also an excellent way to stay in touch with your contact and reinforce the connection.
- Reinforcing your message: A thank you email is an opportunity to remind a connection of the key insights and ideas discussed during the meeting. It’s also an opportunity to reinforce your value proposition and why your product or service fits their needs best.
- Improving open rates: Email open rates are an essential metric for evaluating the success of your “follow-up email after a business meeting” campaign. Across all industries, businesses have an average open rate of 19.7% for their emails. However, one study found that emails created to say “thank you!” have a 42% open rate and 14% CTR. This means that thank-you emails are twice as effective as traditional marketing emails.
- Increasing personalization: For most people, an email’s subject line is the deciding factor in whether or not they will open it. When personalized, the open rates can boost up to 50%. A thank-you email is an opportunity to personalize your subject line and increase the chances of the recipient opening the email.
- Improving customer satisfaction: When you thank customers, they’re more likely to be satisfied with your brand’s experience. This can increase loyalty and even lead to increased sales.
These benefits are just a few of the many reasons why businesses should send thank you emails. It’s an easy way to show appreciation, increase customer loyalty and sales, and make your brand stand out from the competition.
How to Write a Follow-up Meeting Thank You Email
A follow-up thank-you email is an opportunity to capitalize on the momentum of the meeting and move forward with any next steps. When writing a follow-up thank you email, there are several things to remember. First, always be sincere and authentic. If your gratitude isn’t genuine, the reader will know about it.
Here’s what else you need to include in your follow-up thank you email:
- Thank them for their time: It’s essential to express gratitude for the contact’s time and effort in the meeting. This is the foundation of any thank you email and sets the tone for the rest of the message.
- Refresh their memory: Remind your contact of the key insights and ideas discussed during the meeting. This is an opportunity to refresh their memory and remind them why they should continue working with you.
- Include a brief recap of what you previously discussed: Summarize the main points of the meeting and emphasize the value you can provide. This is an opportunity to reinforce your value proposition and persuade your contact to take the next step.
- End with a call to action: Clearly state the next steps and what you expect from your contact. This could be scheduling a follow-up meeting, requesting a purchase, or any other action that will move the relationship forward.
- Use a professional and friendly tone: Use a tone that is professional but also friendly and conversational. This will make your email more engaging and encourage your contact to respond.
- Avoid sounding too pushy: Avoid sounding too pushy or aggressive in your follow-up email. Instead, use conditional language such as “if” or “might” to make recommendations. This will make your email more persuasive and less likely to be ignored.
By including these key elements in your follow-up thank you email, you’ll be able to leave a lasting impression and increase the chances of getting a response.
10 Thank You Email Template Examples to Get You Started
A thank you email is an important step in building and maintaining relationships, and it’s essential to send a timely and well-crafted message. Here are ten email templates that you can use as inspiration for your follow-up thank-you emails:
After a Job Interview
Subject: Thank you for the opportunity
Dear [Interviewer’s Name],
Kindly accept my gratitude for the opportunity to interview for the [Job Position] role at [Company Name]. I appreciate the time you took to speak with me and share information about the position and the company.
I found the conversation informative and enjoyable, and I am ecstatic about the possibility of joining the team at [Company Name]. My skills and experience align well with the requirements of the role, and I am eager to contribute to the company’s success.
Once again, thank you.
After a Seminar or Event
Subject: Thank you for speaking at [Event Name]
Dear [Speaker’s Name],
Thank you for speaking at [Event Name] yesterday. I found your presentation incredibly informative and thought-provoking.
I particularly appreciated your insights on [topic], and I will apply what I learned to my work. Thank you for sharing your knowledge and expertise with us.
I hope that we get the chance to work together in the future.
After a Demo Meeting
Subject: Thank you for the demo of [Product/Service Name]
Thank you for the demo of [Product/Service Name] that you gave me yesterday. I found the demonstration very informative and helpful. I am impressed with the features and capabilities of [Product/Service Name], which would be an excellent fit for our company. I am particularly interested in the [specific feature/benefit], and it would help us to [achieve a particular goal].
I look forward to discussing this further and moving forward with a partnership.
After Customer Onboarding
Subject: Thank you for joining [Company Name]
Dear [Customer’s Name],
Thank you for choosing [Company Name] as your [product/service] provider. We are thrilled to welcome you as a new customer and are committed to providing you with the best possible service.
We understand that the onboarding process can be overwhelming, so please do not hesitate to reach out if you have any questions or concerns. Our customer support team is available 24/7.
We’re excited to work with you toward [your goal].
Thank you again for your trust in us.
After a Sales Upsell
Subject: Thank you for upgrading to [Product/Service Name]
Dear [Customer’s Name],
Thank you for upgrading to [Product/Service Name]. We are thrilled to have you invest in our [product/service], and we are confident that it will help you to [achieve a specific goal].
We appreciate your continued support and are committed to providing you with the best service possible. We understand that upgrading can be a big decision, and we are here to support you throughout the process.
We’re happy to help you maximize the potential of your [product/service].
Thank you again for choosing [Company Name].
After a Project Meeting
Subject: Thank you for the productive meeting
Thank you for the productive meeting we had yesterday. I appreciate your time and effort in preparing for the discussion and the valuable insights you shared.
Our work is well underway, and I am confident we will meet our objectives. Please contact me for more information or assistance with the project.
Thank you again for your time and contribution.
Thank You Email – Team Meeting Follow-Up Sample
Subject: Follow-up from [Meeting Name]
Thank you all for participating and contributing to yesterday’s [Meeting Name]. I appreciate the time and effort each of you put into preparing for the meeting and the valuable insights you shared.
We made significant progress toward our goals, and I am confident we can succeed even more with your continued support.
I have attached the meeting minutes and action items for your reference. If you have any questions at all or would like someone to bounce ideas off of, please feel free to contact me.
After a Networking Event
Subject: Thank you for connecting at [Event Name]
Dear [Name of recipient],
Thank you for connecting with me at [Event Name]. I enjoyed learning more about your [industry/company] and appreciate your insights.
Our paths may cross again, and I am happy to continue the conversation. I welcome the opportunity to share my thoughts with you and remain at your disposal for future questions.
After a Client Meeting
Subject: Follow-up from our meeting
I appreciate your willingness to meet with me yesterday, where I got a chance to learn about your specific project/goal] and discuss the possibility of working together.
My [skills/experience] can help you achieve your [specific goal], and I am confident we can create a successful partnership.
I would love to discuss the next steps in this process and answer any questions you might have.
After a Phone Call
Subject: Thank you for the phone call
Dear [Client’s Name],
I am following up on our earlier conversation to assure you that I am taking your feedback and concerns seriously. As we speak, I am working on [providing a solution/implementing changes]. I will make sure to keep you updated on the progress.
Thank you again for your time and your valuable input.
These templates can be a starting point for crafting your follow-up thank-you emails. Remember to personalize the email and include a call to action. Following these tips and using these templates will help you to send effective and professional thank-you emails that will help you to build and maintain relationships.
How to Write a Meeting Recap in the Email
A comprehensive meeting recap is essential to follow up on a meeting effectively. This includes recalling crucial points discussed, highlighting key takeaways, and outlining action items or next steps. One way to make this process easier is using a meeting summary tool such as Huddles. Here is how:
Recall Your Meeting Summary
Huddles allows you to easily summary your meetings and store them in the cloud for future reference. When writing your meeting recap email, refer to the recording to ensure that you have captured all the discussed key points.
Additionally, the app allows sharing the recording with others who were not present at the meeting to ensure everyone can access the same information.
Check With Your Call-To-Action Items
It is essential to include a call to action in every meeting recap email to ensure everyone knows the next steps. Airgram allows users to add action items to their notepads and send them to all meeting participants. Users can also follow up and track the status of each action item.
When writing your meeting recap email, you can share a link to these action items with your team so that everyone is on the same page. This feature helps ensure that all tasks are completed and holds people accountable for their responsibilities.
Tips for the Follow-up the Meeting Email
Follow-up emails help ensure everyone is on the same page when moving forward with a project. It’s the perfect opportunity to get feedback from the team, confirm the next steps, and ensure that everyone has what they need to complete their tasks. To make sure that your follow-up meeting email is effective, here are some tips you can use:
- Keep it formal: Maintaining a professional tone in your follow-up email is essential. Use appropriate language and avoid overly casual or colloquial language.
- Keep it short: Your follow-up email should be concise and to the point. Avoid going into too much detail or including irrelevant information.
- Please keep it simple: Use simple, easy-to-understand language in your follow-up email after a business meeting. Avoid using industry-specific jargon or complex terminology that the recipient may need help understanding in your “thank-you for meeting with me” email.
- Thank them for the opportunity: Express your gratitude for meeting with the recipient. Thank them for their time and opportunity to discuss potential business opportunities or collaborations in your meeting thank-you email.
- Personalize the email: Tailor your email to the recipient and your specific meeting. Mention particular topics discussed during the session and how they align with the recipient’s interests or needs in your sample thank you letter after a business meeting.
- Include a call-to-action: End your email with a clear call-to-action, such as asking for a follow-up meeting or providing contact information for further communication in your follow-up email after a business meeting.
- Proofread your email: Before sending it, proofread it for grammar and spelling errors. This will ensure that the email is professional and easy to read.
- Follow-up: It’s essential to send your follow-up email promptly, ideally within 24 hours of the meeting. This shows that you are organized and professional.
- Use a subject line that stands out: Make sure your subject line is catchy and attention-grabbing so that the recipient is more likely to open your email.
- Use templates: Templates save time and ensure that your emails are consistent and professional. This will allow you to send future follow-ups more easily.
Sending a recap email after a meeting is a small yet powerful step that can significantly impact your professional relationships. Not only does it show your professionalism and gratitude, but it also serves as a reminder of the valuable insights discussed during the meeting, keeping you in mind with potential clients or colleagues.
With the provided tips and sample templates, you now have the tools to craft a compelling thank-you email that will help you leverage the power of your network and take your business to new heights.
Remember, even little things can make a big difference in the business game. So please don’t underestimate the power of a well-written thank-you email; it might be the extra step that propels you to victory.