A meeting ends, and everyone forgets what was decided. A short follow-up email fixes that. You do not need to write a report. Six lines are enough.
Write it the same day
Memory fades fast. A short email on the same day is best.
Thank them
Thank you for your time today.
List the decisions
Three short points, not a story.
We agreed to start on Monday. Anna will send the prices. We will meet again on Friday.
Name the next step
One clear action, with a name and a date.
I will send the plan by Wednesday.
Ask for corrections
Give people a chance to fix mistakes.
Please tell me if I missed anything.
Keep the tone light
No blame, no long summary. Just the facts.
Words to remember
- follow-up — a message after a meeting
- decision — a choice that is made
- action — something someone will do
- summary — a short version of the facts
Questions & answers
Q: Who should send the follow-up?
Usually the person who called the meeting, or the one taking notes.
Q: How long should it be?
Six to eight lines. If it is longer, use a document and attach it.
Q: What if I forget what was said?
Take notes during the meeting. Three words per point is enough.
Q: Should I send it to everyone?
Send it to the people who were there, and copy anyone who needs to know.
Q: What if someone disagrees with my summary?
Change it. The email is a shared record, not your opinion.