A follow-up email turns what people said in a meeting into what they agreed in writing. It is short, it goes out the same day, and it is the first place anyone looks when they disagree about what was decided. If you would rather not type one from scratch, meeting actions in EchoPilot draft it from the recording, and nothing is sent until you have read it.

The four parts

  1. Decisions. What was agreed, one line each.
  2. Actions. What each person committed to, with a date. Put names at the start of the line so people find their own.
  3. Open questions. What is still unanswered, and who is finding out.
  4. Next step. The next meeting, or the next moment someone will hear from you.

Everything else, such as a recap of the discussion or thanks for the time, should take one line or none.

The template

Subject: [Meeting name], [date]: decisions and next steps

Hi all,

Thanks for today. Here is what we agreed.

Decisions
- [Decision]
- [Decision]

Actions
- [Name]: [action], by [date]
- [Name]: [action], by [date]

Open questions
- [Question]: [name] to find out by [date]

Next meeting: [date and time], or [what happens next].

If I have got anything wrong, reply by [day] and I will correct it.

[Your name]

The last line matters. It gives people a deadline to object, after which the email is the record.

Example: after a client meeting

Subject: Autumn campaign review, 16 September: decisions and next steps

Hi Grace, hi Ravi,

Thanks for the time today. Here is what we agreed.

Decisions
- 20% of the October paid social budget moves to in-store material.
- The current sign-up creative stays.

Actions
- Sam: revised media plan, by Friday 18 September
- Chloe: poster artwork for your approval, by 22 September
- Ravi: store list and delivery addresses, by 21 September

Open questions
- Can store teams put posters up before the 26th? Ravi is checking with operations.

Next meeting: Wednesday 30 September, 10:00.

If I have got anything wrong, reply by Thursday and I will correct it.

Chloe

Example: after a project meeting

Subject: Website relaunch review, 10 September: decisions and next steps

Hi team,

Decisions
- Launch stays on 1 October.
- Archived blog posts move after launch.

Actions
- Aisha: first batch of product pages to legal, by 14 September
- Tom: redirect map for retired URLs, by 16 September
- Lena: launch-day support rota, by 17 September

Next meeting: Thursday 17 September, same time.

Lena

Example: after a first call with a supplier

Subject: Packaging supply, first call, 15 September

Hi Daniel,

Thanks for walking us through your range. To confirm where we left it:

- You will send samples of the two recycled options and a price for 10,000 and 25,000 units by 22 September.
- We will share our artwork dimensions by 18 September.
- We will decide on a trial order by the end of the month.

Joel

Mistakes that get follow-ups ignored

  • Sending it tomorrow. By then people have their own version of the meeting.
  • Burying the actions under three paragraphs of recap.
  • Actions without dates. “Sam to look into the media plan” invites a different answer from everyone.
  • One wall of text instead of short lines people can scan and reply to.

Drafting it from the recording

Record the meeting with EchoPilot and every commitment becomes a card with a destination already chosen. A follow-up email card opens a draft in your mail app, written in full, and nothing goes out until you have read it and pressed send yourself. The same meeting’s minutes give you the decisions, each tied to the moment it was said, so you can check a date before you put it in writing.

You can also ask for it directly: Ask can answer a question about a meeting with a follow-up email, drafted from what was actually said. For client meetings in particular, see how EchoPilot handles client meeting notes, from recording without a bot to the follow-up.