Writing an Email for a Follow up Meeting (With Examples)

Whether you've met with an employer, mentor, potential client, or colleague, you typically need to follow up for the next chapter in your project or relationship. These sessions involve reviewing the main discussion points and agreements. By learning how to request follow-up sessions, you can gain clarity on the discussed topic or situation and track progress since the initial meeting.

In this article, we explain what a follow-up meeting is, describe its importance, outline steps and tips for emailing a follow-up request, and provide email examples you can use as a reference.

What is a follow-up meeting?

A follow-up meeting is a session to discuss a topic further or learn more about an individual or subject. You may have these meetings virtually or in person. For example, follow-up webinars are typically online. Here are some reasons to request these sessions:

• Clarify any misconceptions

• Receive a progress report on the topics earlier discussed

• Build professional relationships

• Provide more information not addressed in the first meeting

• Develop a plan moving forward

For example, suppose you operate a staffing agency and had an initial meeting to discuss hiring new employees for a company. After reviewing the company's needs, you may schedule another session to discuss a hiring plan with executives. Similarly, suppose you gave your teammates a plan to improve their performance. You can schedule a follow-up session to evaluate their progress with the plan.

How to write an email requesting a follow-up meeting

Here are steps to writing an effective email requesting a follow-up session:

1. Address the email to the appropriate recipient

First, identify who to follow up with and your reason for having another meeting with them. You could send an email to every meeting member or a certain individual who attended the session. For example, if the meeting was a discussion with many clients, you may email only the client you want to work with moving forward. Similarly, if you had a team meeting, you may send a group email to everyone involved.

Related: How to Write an Effective Email Introduction (With Examples)

2. Show gratitude for the initial meeting

In your introductory paragraph, appreciate the recipient for attending your initial meeting. Doing this shows professionalism and demonstrates your value for the recipient's time. You can also mention valuable insights or resources that made the initial meeting memorable. For example, if your mentor shared ideas on overcoming a workplace challenge, you can let them know how their insights helped you solve a work challenge.

Read more: How To Thank Someone for Their Time

3. Include an overview of the initial session

Describing the initial meeting can help the recipient remember what you discussed and understand why a follow-up is necessary. For example, suppose you told meeting members that you would provide additional information in the follow-up session. You can describe why you offered to provide additional information and summarize details you plan to share during the meeting.

4. Write a call to action

A call to action is a statement that asks a reader to respond with a specific action or participate in an activity. It describes the next steps and what the email recipient can plan to do. An effective call to action can make your intentions clear. For example, if you want the recipient to consider you for a project, offer steps they can take to start working with you.

5. Write a concluding statement

End your email by appreciating the recipient for considering your request. Consider using a formal closing. For example, you may write, "Sincerely," "Thank you for your time," or "I look forward to discussing the next steps with you soon."

6. Include your signature

At the bottom of the email, write a professional signature. You can include your contact information to make it easier for the recipient to contact you. For example, you can write your phone number, office address, or email address.

Related: How To Send a Follow-Up Email After an Interview After Receiving No response

Tips for writing a follow-up email

Use these tips to make your email professional and compelling:

Use a descriptive subject line

A subject line is an introduction that outlines an email's content. You want to get the recipient's attention by making the subject line short and informative. You can include details, like your name, the meeting date, and the company's name to help the recipient recognize your message.

Keep the email short and direct

Aim to only include important information for the recipient in the email. Doing this makes it easier for them to find the information they need concerning the next steps and understand your message. Try to write one or two paragraphs, at the most, to make your email easy to scan.

Read more: 20 Best Practices for Professional Email Etiquette

Use a professional format and tone

An email's format refers to its structure and look. The tone refers to the feeling it leaves on the recipient. Choose a readable font, such as Arial or Times New Roman. Unless required, try to avoid abbreviations to show professionalism.

Send the email in advance

Allow the recipient enough time to consider and respond to your email. For example, you can send your email on the next working day. Doing this shows you respect the recipient's time.

Follow-up email examples

Here are examples of follow-up emails to guide you in writing yours:

Follow-up email after networking

Here is an email example to ask for a meeting after networking with an individual during a conference:

Subject line: Request to meet for coffee from ITER Conference Team Lead

Dear Hanna,

Thank you for speaking at the annual ITER Conference. I enjoyed learning about your research on quantum mechanics and your unique way of approaching technical concepts. I'm currently working on a quantum mechanics project at the University of Ottawa, and I'm curious to learn how you use A/B testing in the field. I feel it's an interesting aspect I could explore, and I would like your guidance on the right steps to take.

Would you be available for a discussion next week Monday? I'd be happy to meet you at Smith's Cafe for a coffee meeting, or wherever is more convenient for you. Thank you again for your keynote at the conference.

I look forward to hearing from you again.

Regards,
Kelvin Richardson
(413) -777 5353

Follow-up email after a client meeting

Here is an email example after meeting with a potential client:

Subject line: Request to discuss Gerry Staffing Solutions' hiring services for Lyre Construction

Dear Jacob,

I want to thank you for meeting with me last week. I found the meeting useful in learning more about your company and available roles in the construction industry. I'm also impressed with the ongoing projects at Lyre Construction across the country. After reviewing your offer and learning about your hiring challenges, I believe my team at Gerry Staffing Solutions could help you find skilled construction employees.

We currently maintain a large database of construction professionals ready for employment. Gerry Staffing Solutions can also help you track and record employee benefits and performance standards. I attached the additional information you requested, and I hope you find it valuable. I would also like to schedule another meeting to discuss an effective hiring plan after you review the document. Please let me know if you have any other questions about our services.

I look forward to receiving a positive response from you.

Thank you for your time.

Sincerely,
Cindy McEthan
(245) -888 0101
c.mcethan@gterystaffing.net

Related: Follow-Up Email Examples for After the Interview

Follow-up email after a performance review

Here is a follow-up email example after providing a performance review plan to a teammate:

Subject line: Request to attend follow-up session for performance review

Dear Yvonne,

Thank you for your work over the past three weeks and your commitment to the company's mission. I feel the team is making consistent progress and working toward reaching all deadlines. Following our meeting last month on your productivity targets, I'd like to have a follow-up session to see how you're adjusting to your new role. Kindly prepare the quality report we discussed in the last meeting for the follow-up session on October 08, 2021. Also, please bring a physical copy of the performance review plan I sent for the meeting and any other material or notes you have.

Thanks again for your contributions to the team. I hope to see you when I arrive from my leave for the follow-up session.

Regards,
Michael Brown
Production Coordinator

Related: What Is a Stand-Up Meeting and How to Run One Successfully

Please note that none of the companies, institutions, or organizations mentioned in this article are affiliated with Indeed.