How to Send an Effective Meeting Recap or Follow Up Email (With Template and Example)

What is a meeting recap? A meeting recap is a message, often in email format, sent to employees or clients after a meeting. It gives a basic overview of the meeting and reminds recipients of what action items need to be completed, deadlines for assigned projects and any other important information that was covered.

More work-from-home professionals are performing meeting recaps and updates digitally instead of quickly debriefing with a teammate about a missed meeting. Additionally, as businesses continue to employ a completely remote workforce, it’s likely that your team will depend on more frequent meetings to stay in touch. Write with Grammarly to help you express yourself clearly and make your point.

‍♂️How to use Meeting Recap in Microsoft Teams [NEW FEATURE]

How to send a meeting recap

A meeting summary should be properly written in an email and sent to the appropriate recipients. Learn how to properly send a meeting summary to staff or clients by referring to the steps below.

1. Take notes during the meeting

2. Decide who should receive the email

You should start typing up your notes as soon as the meeting is over so you can remember all the crucial information discussed. You should decide who will receive a recap and send it to everyone who attended the meeting as well as any other invited guests or clients who were unable to attend. It is frequently helpful to pass around an attendance sheet to collect email addresses from attendees if you are unfamiliar with everyone in attendance.

If a list of attendees wasn’t provided, you can get in touch with the person who sent the invitation or ask your boss who should get a meeting summary. This makes sure you’re sending it to everyone who could benefit from the meeting’s information.

3. Thank everyone for their time

Thank the attendees for coming to the meeting when you write the recap. You should also express gratitude to anyone who provided presentations or reports for sharing this information. You can express your delight for the actions discussed and any objectives attained. This makes your email start off strong and establishes an upbeat tone for your message.

4. List what was discussed in the meeting

Important meeting topics should be highlighted in the first few sentences of the email body. This can include discussions that produced an objective, a future plan, or motions that were approved. Try to limit your inclusion of summaries to those that are pertinent to the meeting and its participants.

5. Highlight action items or next steps

Important action items that were established should be included in the following section of your recap. This frequently refers to fresh assignments made to staff members, projects, or the subsequent actions in a strategy or plan. Make sure to highlight these action items along with the due dates specified by the meeting’s supervisors.

These actions items can be listed with separate bullet points, with the task’s assigned person’s name being highlighted. For the employee’s convenience, it might also be advantageous to highlight the due date.

6. Attach supporting documents

You can attach any documents to your email that attendees may have given you or that your supervisors asked you to include. If staff members were given a challenging project, it might be advantageous for them to receive project instructions or guidelines at the meeting. A separate document listing the strategy or plan discussed in the meeting along with the defined steps that staff members must follow to complete the assignment can also be attached.

7. Include a reminder of the next meeting date

Include the next meeting date in the email’s body. When reading emails, this makes it easier for staff members to remember to add the date to their calendars. If a date wasn’t covered in the meeting, you can indicate it as “to be determined” or ask your boss or the meeting leader for a date.

8. Proofread and send to recipients

After finishing your email, you can add a signature. Proofread for any spelling, grammatical or clarity issues. Make sure your email is succinct and only contains pertinent details. You can submit the document to your manager or meeting organizer for approval after you have proofread it. You can send the document to the required parties after receiving approval.

What is a meeting recap?

A meeting recap is an email message that is frequently sent to clients or employees after a meeting. It provides a basic summary of the meeting and reminds recipients of the action items that must be completed, the due dates for projects that have been assigned, and any other significant information that was discussed.

Meeting recaps are frequently sent so that participants can refer to them later and help them remember important details. Employees or clients who were not present at the meeting and require updates on crucial information that was overlooked can also benefit from recaps.

Meeting recap template

A strong meeting recap email must contain succinct sentences that give the readers meaning and crucial information. The sample can be used to create a productive meeting recap.

Email Subject: Meeting Recap [Current Date]

Hello everyone,

[Thank everyone for attending the meeting. Express excitement for all items discussed and goals accomplished. ].

[The meeting’s discussion should be covered in the first few sentences. You can draw attention to any accomplishments, finished projects, or significant announcements that have been made. [If there were numerous topics covered that you would like to address, please list them in the bullet points below]

[The following sentences should discuss the action deadlines and any plans or strategies that were established. List the following in bullet points:] Action items, due dates, and people responsible

[List the date of the next meeting]


[Your Name]

The example below can serve as a template for writing your meeting summary for staff or clients.

Email Subject: Meeting Recap- Jan. 9, 2020

Hello everyone,

Thank you all for attending the meeting this afternoon. We accomplished a number of objectives that were set during the previous meeting and covered a lot of important topics. Great job!.

We talked about the content strategy for our upcoming spring marketing campaign during today’s meeting. We went over the projects that had been finished since the last meeting and added new ones. Here are more details on these discussions:

After our discussions, a strategy has been put in place. The following projects and deadlines have been assigned:

On March 5, when we have our next meeting, there will be updates on all of the projects that were assigned during the current meeting.

Please contact me if you have any questions.


Taylor Richards

Meeting recap FAQs

To learn more about meeting recaps, review the FAQs below:

What is the difference between a meeting recap and meeting minutes?

Should I send a recap after sales calls?

You can send clients or prospects a recap email summarizing your conversation and any necessary next steps if you are conducting a virtual meeting over the phone to discuss information pertaining to sales. By doing this, you can help clients or potential customers remember what was said. To let your manager know about your conversation with the client or prospect, you can add a CC to the email.

The feedback you heard on your client call can be briefly explained in your meeting recap email. Following that, you can provide any resources you have to assist them in overcoming any difficulties they may have mentioned during the meeting. You can schedule a call to follow up with a sale or ask if they’d like to see a demo of your product at the end of the email.

Who typically sends recap emails?

An executive assistant or manager can create and send the recap email following an internal meeting. The account manager or the client’s direct contact typically emails the clients a recap after a meeting. If you are sending it to clients, make sure to include your contact information in the email and remind them to get in touch with you if they have any questions about the meeting.


How do you write a recap conversation?

What Should It Include?
  1. Thanking people for their time and effort.
  2. Summarizing any key points covered or discussed during the meeting.
  3. defining the tasks, who will be responsible for them, and the due dates
  4. Attaching or linking to any relevant resources and documents.
  5. Inviting people to ask questions or reconvene.

What should be included in a recap?

How to write your next meeting summary
  • Take detailed notes during the meeting. …
  • 2 Highlight key decisions made. …
  • 3 Assign clear action items during the meeting. …
  • 4 Share the meeting notes with all attendees. …
  • Include a note summarizing the meeting’s agreements.
  • 6 Attach supporting documents, if necessary.

What does a recap look like?

Agenda items that were discussed should be listed at the top of a meeting recap. It is best to format the recap so that it is simple to read and skim in order to make sure that this correspondence is helpful rather than burdensome. For example, use bullet points, bold font, and concise language.

Related Posts

Leave a Reply

Your email address will not be published. Required fields are marked *