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Send your follow-up within 24 hours of the meeting, ideally within 2-4 hours while details are fresh. Prompt follow-ups show professionalism, reinforce accountability, and help keep action items top of mind for all participants. Waiting too long risks losing momentum and important details.
A strong follow-up email includes a brief reference to the meeting, a concise summary of key discussion points, a clear list of action items with owners and deadlines, key decisions that were made, and next steps including the date of the next meeting if applicable. Keep it scannable -- use bullet points and bold text for names and dates.
Write action items as specific, actionable tasks with a clear owner and deadline. For example: "Sarah will finalize the design mockups by Friday, March 28." Avoid vague items like "Look into the design." Each action item should answer three questions: who is responsible, what exactly they need to do, and when it's due.
Use a clear subject line that references the meeting (e.g., "Follow-up: Q3 Roadmap Meeting - March 31"). Open with a brief greeting and thank participants. Use headers or bold labels to separate sections: Summary, Action Items, Decisions, and Next Steps. Keep paragraphs short and use bullet points for lists. End with a clear sign-off.
CC all meeting attendees so everyone has the same record. If specific action items involve people who weren't in the meeting, consider adding them with a brief note explaining why they're included. For executive-level meetings, CC relevant stakeholders who need visibility but weren't required to attend. Avoid over-CCing -- only include people who genuinely need the information.
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