Template 1: quick recap
Subject: Recap: [meeting title], [date]
Hi [name],
Thanks for your time today. A quick recap of what we covered:
- [Key point 1]
- [Key point 2]
Next steps:
- I will [action] by [date].
- You will [action] by [date].
If I have missed anything or misunderstood a point, tell me and I will correct it.
Best,
[your name]Template 2: action list
Subject: Action items from [meeting title]
Hi all,
Here are the actions we agreed:
1. [Action] - [owner] - due [date]
2. [Action] - [owner] - due [date]
3. [Action] - [owner] - due [date]
Our next check-in is [date/time]. Reply if an owner or date is wrong.
Thanks,
[your name]Template 3: client confirmation of decisions
Subject: Confirming what we agreed on [date]
Hi [name],
To make sure we are aligned, here is what I understood we agreed:
1. [Decision, as a full sentence]
2. [Decision]
Still open:
- [Question] - we will resolve this by [date]
Please reply "confirmed" or tell me what to change. I will treat these as the basis for [the proposal / the next phase].
Thank you,
[your name]Tips
- Send within a few hours. Memory is sharpest right after the meeting.
- Separate decisions from ideas. Do not confirm a suggestion as agreed.
- Ask for correction. It is cheaper to fix a misunderstanding by email than in a dispute.
- Keep it short. One screen is enough.
MeetMemo's AI notes include a suggested follow-up message based on the meeting. It is a draft you edit before sending, and it only includes owners and dates that were stated. See meeting action items and AI meeting summaries. For more, read how to create a meeting follow-up email.
Choosing the right template
| Situation | Use |
|---|---|
| Informal meeting, low stakes | Template 1, quick recap |
| Several people, many actions | Template 2, action list |
| A client agreed to something important | Template 3, confirmation of decisions |
Adapting the tone
- For a prospect, lead with their problem, not your product, and finish with a concrete next step.
- For a long-standing client, shorten it to decisions and actions.
- For a senior stakeholder, put the decision first and keep it to five lines.
What not to do
- Do not attach the whole transcript or a long recording. Share a short, edited summary.
- Do not claim something was agreed if it was only discussed.
- Do not leave out dates. "Next week" means different days to different people.