Meeting Recap Email Template
A meeting recap email is the follow-up you send the same day: a thank-you, what was discussed, what was agreed, the next steps with an owner and a date, and one clear request. The template below is the email itself, ready to copy, and it is free in Word and PDF.
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Meeting recap email template
Select the text and copy it into a new message; the fields in square brackets are yours to fill in.
To: [attendees, or the person you are writing to]
Cc: [anyone who owns a next step]
Subject: Recap: [meeting name], [date] — next steps
Hi [Name / team],
Thank you for your time today. Here is a short recap of what we discussed and agreed.
What we discussed
– [point]
– [point]
What we agreed
– [agreement]
Next steps
– [Action] — [Owner] — [Date]
– [Action] — [Owner] — [Date]
Open questions (optional)
– [question]
[One clear call to action: e.g., “Could you confirm the date for the pilot by Friday?”]
If I missed or misunderstood anything, please reply and I’ll correct it.
Best regards,
[Name]
[Role, company]
Meeting recap email example
Example (fictional). Companies, names and events are invented.
To: Olga Petrova (Head of Operations, Greenfield Foods)
Subject: Recap: onboarding kickoff, Thursday — next steps
Hi Olga,
Thank you for your time today. Here is a short recap of what we discussed and agreed.
What we discussed
– Your main goal: cut the time your shift leads spend on handover notes, which today
“eats the first half hour of every shift”.
– Rollout scope: two warehouses first, the rest after a review.
What we agreed
– Start with the Riverside and North Park warehouses.
Next steps
– Send the list of shift leads for the pilot — Olga — Tuesday
– Set up accounts and run a 30-minute training — Dmitry — Friday
– Review results after two weeks — both teams
Could you send the list of shift leads by Tuesday?
If I missed or misunderstood anything, please reply and I’ll correct it.
Best regards,
Dmitry
Customer Success Manager
The body is about 130 words. The client’s goal is in her own words, both sides have a step, and the email asks for exactly one thing with a day attached.
How to write a follow-up email after a meeting
A recap is read by someone who was in the room and now has to remember what they agreed to, so it is short, uses their words, and asks for one thing. Six rules come with the template:
- Under 200 words in the body. A recap, not a transcript.
- Use the other side’s words for their goals and concerns — it shows you listened.
- Show both sides’ tasks. Include what the recipient promised, not only your own steps.
- One call to action. Ask for one thing, with a date.
- Nothing that wasn’t said. Don’t add promises, prices or dates that were not agreed in the meeting.
- Send the same day, while everyone still remembers the conversation.
If the people who need the outcome were not in the meeting at all, what they need is a one-page meeting summary, not a recap addressed to the attendees. After a check-in or review with an existing client, write the internal client meeting notes first and send the recap from them.
Subject lines for a meeting recap
The subject carries the meeting, the date and the fact that there are next steps, so the email can be found later by any of the three:
- Recap: [meeting name], [date] — next steps
- [Project]: what we agreed on [date]
- Follow-up from today’s call — your action by [day]
- [Client] onboarding kickoff — recap and next steps
- Next steps after [meeting name]
After a recorded meeting
The recap is written by you. Dalm is a Mac app that records a meeting — a call or a room — and drafts the notes from the transcript, so the discussion and the agreements you put in the recap come from a record rather than from memory. Every quote shows you where it was said — open it and the transcript opens at that place. Speech is recognised on your Mac and no audio is sent anywhere; the transcript syncs to our servers, and a language model writes the notes from that text.
What a client can read after a recorded call is on the client recap page. See plans · For teams
Questions
- When should I send a meeting recap?
- The same day, while the conversation is still fresh for everyone and before anyone has to act on it. A recap sent the next morning is late but usable; one sent after the first deadline on its own next-steps list has already failed at its job. If something is still unclear, send the recap anyway and put the question in it.
- How long should it be?
- Under 200 words in the body. A recap is read on a phone between meetings, so it has to fit on one screen: two or three lines on what was discussed, what was agreed, the next steps as a list with owners and dates, and one request. Anything that needs a paragraph belongs in a document you attach or link, not in the email.
- Who should I CC?
- Everyone who was in the meeting, and anyone who now owns a next step but was not there. Keep the To line for the person you are asking something of, and CC the rest. Do not add people who were not involved just to keep them informed; forward the recap to them separately if they need it, with a line on why.
- What if nothing was agreed?
- Say so. A recap that invents an agreement to have something to write is worse than none. Write what was discussed, note that no decision was taken, and make the one call to action the thing that moves it forward: a date for the next conversation, a document someone will send, or a question the other side needs to answer first.
- How do I follow up after a client call?
- The same template, with two habits. Put the client's own goal in their words at the top of What we discussed, so they see you listened. Then list both sides' steps under Next steps — what they promised as well as what you did — and make the single call to action something they can answer in one reply. The client recap page covers what a client can read after a recorded call.