How to Write Meeting Follow-Up Letters and Emails
Earlier posts have described how to write e-mails and letters of introduction and meeting confirmation letters and e-mails. Once you have had a meeting, you will also want to send an e-mail. These serve several purposes. First, they remind the recipient of the meetings outcome and next steps you have agreed to. This increases the probability of the recipient following through and captures a bit more mind share. Second, they provide what is often the only written record of the meeting. Most importantly, if it is a sales meeting, the follow-up letter or e-mail often provides your final chance to reinforce your interest in the client and your qualifications for the work.
If you are going to send follow-up emails consistently, you need to reduce writing them down to an efficient system, while avoiding the appearance of boilerplate. You can do this by using a standardized process, as distinct from a standard letter.
In most cases, you will compose a letter if in a sequence of sentences you:
- Link: Reinforce any emotional link you established with the other person. After all, that is one important outcome of the event. You can only do this if you avoid clichéd personal statements. (Please, oh please, don’t open with It was a pleasure to meet you . . . It is so over-utilized that it conveys almost as little of its original meaning as goodbye does of God be with you from which it derives.) Instead, note something that you found interesting or special about the person or something she told you.
Examples:
As many times as I have been through Grand Central Station, I had never noticed the one dirty brick left unwashed by the restorers. Now in-the-know, I was able to point it out to my nephew who came to visit this weekend. Many thanks for improving my knowledge of New York.
Your directness about the problems that Trigestis Pharmaceuticals is facing was extremely helpful.
- Synthesize : Show you clearly understand the issue at hand in a concise summary.
Examples:
You described a company at a turning point. The actions your management team takes over the next . . .
We are both seeking to increase our business with private equity firms and are meeting many of the same people. We may be able to help each other.
- Remind or Reinforce: Politely remind the other person of any commitments she made during the meeting. A clear statement of next steps makes it easier for her to fulfill her commitments than if she has to recall them on her own. Alternatively, reinforce your commitment to the client and why you are well suited to the work.
Examples:
I greatly appreciate your offer to introduce me to Oliver Princer. I will be in Pittsburgh week after next and could stop by his . . .
You mentioned that you might be able to get some feedback on my meeting with Debra Parks. That would be . . .
We remain most interested in working on your matter. Our experience with the licensing of intellectual property in the pharmaceutical industry equips us well to address the disagreements you are having with Trigestis. We well understand your desire to resolve the issue amicably. Our track record with litigation in this area will provide try Trigestis with an added incentive to do so.
Promise: Restate any commitments you have made, so that the other person knows you haven’t forgotten.
Examples:
I will call Mary Gumstar next week to see if . . .
By regular mail, I am sending you a copy of . . .
Should you choose our firm, you will give your matter . . .
- Close: As appropriate, end with a personal statement.
Examples:
I hope you have recovered from your cold.
I will think of you as the Bears trounce the Giants this weekend.
Link. Synthesize. Remind 0r reinforce. Promise. Close. Follow this sequence in each follow-up email, and you will soon learn to produce them efficiently while maintaining a high quality.
(Well, the Bears sometimes trounce the Giants.)