19 Templates for Follow-Up Emails After a Meeting, Conference, and More


A ton of time, resources, and effort go into relationship-building in sales — so something as seemingly insignificant as a follow-up email after a meeting or conference is often an afterthought for a lot of sales professionals.

Sales rep delivering a follow-up email using a template after a conference meeting

But make no mistake — those kinds of messages can make a pretty significant difference, and you should always stay timely and attentive with your emails after interactions with prospects.

That‘s why we’ve created this guide — loaded with insider tips and templates, it‘s here to help you send effective post-networking follow-up emails. Let’s dive in.

Free Download: 30 Follow-Up Email Templates

Table of Contents

Follow-Up Email Subject Lines

Before we look at the follow-up templates below, let’s review the importance of including strong subject lines in your emails.

Your subject line is the first thing a recipient sees when they glance at their inbox — meaning, it needs to grab their attention and make them want to open your message.

HubSpot spent time exploring subject lines that influence people to open emails. So, with that data collected in mind, we’ve compiled some popular follow-up email subject lines to use after your next networking event, meeting, or conference.

How to Send a Follow-Up Email After Networking

Now, let‘s look at how you can craft your follow-up email. Your message should include the following features, no matter the type of networking you took part in or which industry you’re in.

1. Write a personalized subject line.

Your email should get the reader’s attention and most importantly, remind them why they want to include you in their professional network.

If you’ve just come back from a networking event, everyone is going to be bombarded with the same formulaic emails. Don’t get lost in the sauce. Be pleasant, get to the point quickly, and demonstrate your value.

2. Mention a moment or conversation you had with the recipient.

Mentioning a conversation from the conference or networking event will offer context for your recipient. This will jog their memory so they can remember you.

3. Offer details about how you can help.

Showcase the value you bring and how the relationship can benefit both parties. How can you support your recipient with your knowledge and skills? Why is this relationship mutually beneficial?

4. Proofread the email.

Copyedit the follow-up email — several times — so your message is flawless. (You wouldn’t want a recruiter at your dream company reading through an error-ridden message.)

5. Thank the recipient for their time.

Once you’ve succeeded in communicating your value and interest in a professional relationship, add a personal touch. Express your gratitude, and add a personal thank you. Politeness and sincerity are key.

6. Offer a chance to connect again.

Ask to keep in touch, set up a face-to-face meeting, or schedule a phone call — be sure to share at least two dates and times that you’re available.

7. Craft a professional sign-off.

Sign your email to make sure the follow-up feels professional and personal. (You may also hyperlink to your LinkedIn profile here.)

When to Follow up After a Meeting

As for when to send your follow-up email, here’s the general rule of thumb based on the type of networking:

Note: If you’re a HubSpot user, you can automate your follow-up emails with Sequences to save time.

  • Within 24 hours: Interview, business meeting, deal, conference, interview, or special event.
  • Within 48 hours: Submission of application or another type of form.
  • Within 1-2 weeks: Follow-up after no response regarding a meeting request or the status of a job opportunity.
  • Every 3 months: Catch up with a member of your network to maintain your relationship with them.

Allow your email recipients to book follow-up meetings on your calendar with free appointment scheduling software.

How to Write a Thank You Email After Meeting

Creating a follow-up email after a meeting may take a little more effort than a post-networking email. You’ve spent more time with your contact, so your email should reflect that added time and value. These steps can help you make sure your email includes the essentials.

1. Express gratitude for their time.

Life gets busy. Between juggling work and family obligations, time is a precious commodity. As such, it’s important to thank your recipient for taking time out of their day to meet with you. Even if you’ve already thanked them in person during your meeting, reiterating your gratitude is a kind gesture that shows that you appreciate their time.

Pro-Tip: Specificity and demonstrating that you listened actively throughout your meeting can go a long way. There should always be a “why” behind gratitude — and if you can‘t articulate it, your “thank you” won’t mean too much.

Try referencing a specific point they made and why it resonated with you. Something like, “I want to thank you for taking the time to meet today — especially when it came to your insights around XYZ,” will hit more than a generic “Thanks for your time.”

2. Refresh their memory (of you).

If you’re following up with a new prospect, it’s a good idea to remind the recipient who you are. First, jog their memory about how you met at the beginning of your message. You may also want to mention other people at the meeting or how you first made a connection.

This will spare them from having to spend extra time trying to figure out who you are and how you got their contact information.

Pro-Tip: If you didn‘t schedule the meeting (or you were just sitting in), make sure you reference whoever booked the meeting when refreshing your contact’s memory. This step is about establishing credibility in a tight window — whoever was behind the meeting in the first place will give you the most immediate clout.

3. Add a brief recap of the meeting with key takeaways.

For emails following business meetings, a brief recap of what the meeting covered can be super helpful. This quick step can reiterate key learnings and objectives discussed in the meeting.

Even if attendees took their own notes, chances are they‘re not uniform and they may have missed some details. Providing a summary in writing will confirm that everyone is on the same page and knows what’s expected going forward.

For example, you may share:

  • Summary of key metrics discussed
  • Where the company is excelling or where it’s falling short
  • Colleague achievements
  • New product information or changes in strategy

An email recap is also a great way to offer clarification and answer questions raised in the meeting. You can attach any related supplemental documents to this email too.

Pro-Tip: As with the first step listed here, this is an excellent opportunity to demonstrate that you listened actively during the meeting and value your prospect‘s time, so be specific. Don’t just vaguely rehash the agenda — try calling out some key points or questions your prospect raised.

4. Confirm your interest.

It can sometimes feel obvious or unnecessary to repeat what you want from the recipient and why. But adding a quick reminder of what you‘re building together and why it’s important can keep your contact engaged for the long term. It can also keep your communication a priority for them.

Pro-Tip: Don’t get too caught up pouring through every detail from your meeting here — a cursory mention is more than enough. As much as you want to demonstrate how engaged you are, you want to show that you value their time as well.

5. Reference a common interest.

Another email strategy is to highlight a common interest you share with the contact or prospect. This is especially helpful when your relationship is new or you’ve just been introduced.

As I’m sure almost everyone alive can vouch, meeting new people can be awkward — and anything that can help allay that is always a huge plus. Common ground is a massive asset in networking, so do what you can to find it with your prospects.

It helps break the ice and keep the conversation going — and sometimes, that can make a real difference.

Pro-Tip: If you’re not sure what to mention, browse their LinkedIn profile or visit their personal website if they have one.

You could reference:

  • Having similar hobbies
  • Growing up in the same state, or experience living in the same city
  • Attending the same college or having similar academic interests
  • Reference something they posted that interested you

Making the extra effort to establish a connection, shows that you have a genuine interest in them as a person, not just as a business contact.

6. Include a call to action or review next steps.

A dead-end follow-up email won‘t do too much for you. You can say the nicest, most thoughtful, most compelling gosh darn things about a prospect in an email after a meeting, but if you don’t give them any context on how to proceed, you‘ll run the risk of stalling your relationship’s momentum.

Your call to action doesn’t have to be particularly elaborate — it can be as simple as setting up a date to meet again. But no matter what the content of the meeting was, always include actionable steps on how to keep things moving in your follow-up.

Pro-Tip: Some meetings are more complicated than others. For team meetings or project-specific meetings, adding next steps to an email can also help with momentum. This can be a list of action items with an assigned point person so that each team member knows what they are responsible for and what to expect.

7. Keep track of your follow-up emails.

You might not get an immediate response to your follow-up email — in some cases, you might not get a response at all — but you want to avoid redundancies in your communication with prospects. That’s why you need to stay organized and keep tabs on your follow-up emails.

While some emails can be easy to find in your sent emails when you need them, it takes time to scan your sent box. Similar names, forgetting send dates, and more can also make some follow-up emails tricky to find when you need them.

Pro-Tip: Using a CRM system like HubSpot CRM, you can schedule follow-ups with prospects and keep track of all the interactions. This way, when you need to write the next follow-up email or pitch the next meeting, you have a clear record of the details you need.

8. Contain all information in a digital sales room.

Based on the information you gather from the prospect during the meeting, you can personalize a digital sales room with all the relevant information — including case studies, ROIs, what the prospect is looking for, how you can help them, demo recordings, and your HubSpot calendar to book the follow-up meeting.

Pro-Tip: Tools like Trumpet allow you to put a collaborative space with all the above information into your follow-up.

Thank You Email After Meeting Tips

Address the email appropriately.

The way you address your contact shows how well you understand their role and the nature of your relationship. So, start your email with the right greeting for your contact.

Some businesses encourage formal greetings with a title and last name. But most business relationships are more casual, and the right touch is a first-name greeting.

Check out this post for more details on how to craft the perfect greeting for your follow-up email.

Check your timing.

Most contacts will expect a follow-up within 24-48 hours of your meeting unless you agreed on a different time. As you draft your email, think about the best time to send it to your specific prospect.

For example, if you promised a document or attachment during your meeting, it may be best to send your follow-up right away.

But say your meeting was on a Friday afternoon or you know your contact is heading out of the office soon. In this case, you‘ll want to send your follow-up message when it’s most actionable, which is probably after your contact returns to the office.

Customize each follow-up email.

Every email you send should feel like it‘s meant for the recipient. Custom details like common interests and mentions from past meetings let the person you’re emailing know that your follow-up email is just for them. These details let your contact know you were listening and genuinely interested in what they had to share.

Remembering these kinds of details after a meeting is a challenge for many sales pros. If this describes you, think about using a tool to capture your meeting notes.

Add new or useful information.

Each email you send to a contact is an opportunity to add value. With this in mind, every email you send should add something new, interesting, or useful to the conversation.

This tactic will make sure that your contact continues to see your relationship as a value-add, no matter what stage they are in the buying process.

Check your email for tone.

While it‘s essential to check your email for any grammar or spelling errors, that’s not the only scan your email needs. You may just want to dash off a quick email and hit send after a quick spell check, but that tact could have a negative impact.

This is because tone is especially important in follow-up emails. The right tone should be professional, friendly, and conversational. It should be assertive, but not pushy. If this is something you struggle with, try conditional language like “if” or “might” to set a tone that persuades instead of pushing.

Update your message by prospect stage.

Sales teams tend to send a lot of follow-up emails, so it can help to tailor your message to your recipient’s sales cycle stage.

For example, you may want prospect emails to focus on relationship building while qualification follow-ups can center on questions about prospect needs and budget.

By customizing follow-up emails by stage, you can draft useful emails that can make an impact on decision-making. If you’re not sure where to start, these proven sales email templates can speed up the process.

Keep your email brief.

Follow-up emails should be concise and easy to read. Keep your message short and to the point. Try not to cover more than one topic in detail or add more than one call to action. Use separate paragraphs and headers to draw attention to important points.

Add some appreciation.

Starting each email with a thank you isn’t the only way you can show gratitude to your contact. A grateful closing or quick compliment can make it clear to your recipient that you appreciate their time and efforts. It also creates a strong positive impression.

Follow-Up Email Templates

Let’s review some templates for your follow-up emails after networking. Each of these templates is organized by use case so you can easily identify the follow-up scenario that suits your needs.

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Use Case 1: After a Conference or Event

After meeting someone at a conference or event, your follow-up email should remind them of who you are and demonstrate the value that you bring to the table. 

 

Have you tried using (tool) for (goal)?

Hi (First Name,)

So glad we got to meet at (Event). I checked out your website afterward and loved your take on creating high-performance teams. Have you tried using the (Recommendation)? I use that framework with my team and it has been incredibly successful.

Happy to chat more about it or send over some templates and examples if you’re interested.

Again, it was great meeting you at (Name of Networking Event), and I hope to see you again soon.

(Signature)

 

This may help with your Q3 objectives

Hi (First Name,)

It was great meeting you at (Name of Event). I remember you mentioning that you’re trying to revamp (Project) next quarter, and I thought I would share a book that I used to exceed my own target goals by (result).

It’s called (Name of Book) and I just sent you the Kindle version of it. Hope you like it!

Happy to discuss the book or my approach if you’d like. Just let me know!

(Signature)

Use Case 2: To Ask for a Meeting

Maybe you‘re looking to schedule a meeting with someone you met to continue building your relationship with them. Whether they’re located in your city or elsewhere, you can still request that follow-up meeting in your message.

 

Free for coffee? On me!

Hi (First Name,)

I’ve really enjoyed learning more about what you do and would love the opportunity to connect over coffee to learn more about your experience with (Industry or Specialty). I’m currently working (Role or Project) at (Company Name) and I am interested in learning more about how you use A/B testing to enhance (Detail Mentioned in Last Conversation).

I know you must be very busy, but I thought I’d try my luck. Would you be able to grab a coffee for 20 minutes this (Day of Week) at (Time)?

Thanks,

(Signature)

 

While I’m in the neighborhood …

Hi (First Name,)

I’m here in (City Name) this week — I’ve missed being out in (City or State Name)!

I know you must be busy, but I’ve always admired your work in your role and appreciated all you had to say when (Mention Last Time You Spoke). Since then, I’ve made some developments of my own in this arena and I’d love to share them with you over coffee.

If you’re around, I’m flexible to work with your schedule while I’m in town.

(Signature)

Use Case 3: Follow Up to the Follow-Up Meeting Request

If you‘re missing a response to your initial meeting request, it’s possible your follow-up email got lost in the recipient’s inbox or they simply forgot to respond. In situations like these, a quick reminder message may be all they need to get back to you.

 

Did I get lost?

Hi (First Name,)

Just wanted to send you a quick follow-up in case this email got buried in your inbox.

(Signature)

Use Case 4: To Promote Your Business or Service

Again, follow-up emails after networking are messages in which you can demonstrate your value. They’re a great opportunity to promote the products or services you offer that solve pain points similar to the ones your recipient is experiencing.

 

How can we help you solve (business challenge)?

Hi (First Name,)

Great meeting you yesterday and learning more about the (Company Name) story. I really admire how you (Compliment).

I’ve been thinking about your struggle with (Business Challenge) more, and I think we could help you solve the problem by thinking through (Your Solution). There are a ton of companies just like yours using our (New Product) which helps with (Value of Product).

Would you be able to hop on a call some time this week to discuss more? I can also introduce you to a few of our customers that were experiencing the same issues with their teams before using our product.

Cheers,

(Signature)

 

Great meeting you, thought you might be interested in (Resource)

Hi (First Name,)

It was great meeting at the (Name of Event).

I remember you talking about how you had (Project) coming up. I just sent you the Kindle version of my favorite branding book, (Name of Book). I hope it’s helpful.

By the way, have you ever considered our (Product) for (Solution Product Provides)? If so, I’d love any brutal feedback. I offered some specific questions below.

Anything I can help with?

(Signature)

Use Case 5: After A Cold Ask

In different networking situations, you may find yourself needing help from a stranger — someone you can’t ask a friend or colleague to connect you with. But, when you send a message to a stranger, you may not hear back the first time. So, be ready with your follow-up.

 

You might find this (Resource) valuable

Hi (First Name,)

I’m (Name) from (Company Name).

I sent you an email last week about (Resource) that could be useful for your readers. I‘ve come across your website and it’s amazing how much value you offer readers looking to learn about (Blog Content Topic).

I thought you‘d be interested in including our resource in your round-up page because it’s different from the other links you’ve referenced and may give your readers a different way of consuming information about (Topic) — a more visual medium.

You can take a look at the resource here: (Insert Hyperlink).

Let me know if you decide to share it! I would love your feedback as well.

(Signature)

Use Case 6: Asking For An Introduction

Let’s say the person you are networking with is of value because of someone else in their network — someone you want to know. To get introduced to this valuable contact, it’s often best to go through a referral introduction via the person you just met.

 

Introduction to (Contact Name)?

Hi (First Name,)

It was fantastic meeting you last week at (Event). I enjoyed our conversation about (Topic Discussed).

As we were discussing what I’m working on, you mentioned that you know (Contact Name) over at (Company Name) and how she‘s an expert in this space. If you’re willing, an introduction to (Contact Name) would be greatly beneficial.

I understand you might have a lot going on so I attached a short message below to make the introduction as easy as possible. Would you be able to take a moment to introduce me?

Thank you.

(— About Your Name & Your Company/Product/Project)

(Description to be used in the introduction email)

(Signature)

Use Case 7: After Business Meeting

Every email you send is a reflection of you — so, when you send follow-up emails after business meetings, ensure they’re as useful as possible for recipients.

If the business meeting is especially long or important, you may even mention a few notable accomplishments in your email. This helps you keep everyone motivated while showing them you recognize their achievements.

 

(Date) meeting recap

Hi (Team Name),

Thanks for another great meeting today. Here’s a quick recap of what we talked about, what we have to focus on in the coming weeks, and the steps we need to take to accomplish our goals.

Objective:

(Discuss monthly growth figures to determine wins, losses, and areas to improve)

Conversation items:

(New channels struggling to maintain retention levels)

(Missed target: increase upgraded users by 7%)

(Hiring needs: 3 additions to growth team, 7 additions to dev team)

Action items:

(Restructure support team to improve retention and customer satisfaction (Owner))

(Implement A/B testing discussed on premium products (Owner))

(Begin job board posting and internal outreach for open positions (Owner)

Next meeting: (date) to review learnings from (topic)

(Signature)

 

Keep it up!

Hi All,

Incredibly excited about the progress we’ve all made. Wanted to take a moment to recognize a few key accomplishments:

(- Describe key accomplishment and why it matters.)

(- Describe key accomplishment and why it matters.)

In addition, I wanted to recognize some key players in making the above happen smoothly.

(- (Team Member Name): Describe key accomplishment and why it matters.)

(- (Team Member Name): Describe key accomplishment and why it matters.)

Thank you!

(Signature)

Use Case 8: Asking for Feedback

Maybe you simply want to ask someone in your network for feedback. Whether they‘re an industry expert, recently interviewed or met with you, or worked on a project similar to the one you’re embarking on, feedback can be extremely valuable to your success — all you need to do is ask for it.

 

Would appreciate your feedback

Hi (First Name,)

I really enjoyed meeting you at (Event). Your impressive experience and influence in (Industry) align with what I’m working on, (Project Name), at (Company Name).

I know how busy you must be, but I was wondering if you’d have a moment to take a look at part of (Project Name), if possible? Your thoughts would be greatly appreciated.

In particular, I’m looking for any and all feedback in these areas: (List Areas for Feedback).

Thank you so much for your time and input.

(Signature)

Use Case 9: After an Informational Interview

Whether you’re looking for an internship, your first job out of school, or a position in an entirely new industry, you may schedule an informational interview with someone in your network to learn more about the field.

Informational interviews are a great way to get advice from those already in the industry you’re thinking about entering and to learn from their experiences.

 

Thank you for sharing your advice and expertise

Hi (First Name,)

Thank you so much for taking time out of your busy schedule to meet with me today and discuss (Industry or Company Name).

I enjoyed learning more about (Specific Thing You Learned) and hearing about your transition from undergrad into (Job Title).

Our discussion confirmed my interest in (Industry). I hope to keep in touch as I begin my journey toward a career path like the one you’ve taken.

Thank you again for your time and advice. I’ll let you know how my interview with (Company Name) goes next week!

Best,

(Signature)

Thank You for Meeting With Me Emails (Templates)

In a thank you follow-up email, describe concrete results your contact helped you achieve. Then, express why that result is meaningful.

Another rule is to pay it forward. In return for their help, you can offer something valuable to the recipient. This might be an introduction or a relevant resource that shows your gratitude and that you’re looking to help, not for a one-way relationship.

 

Thought you might like to meet (Name)

Hi (First Name,)

Thank you so much for meeting with me today. I really enjoyed our conversation and learning more about what you do at (Company Name). I truly appreciated all your advice and tips on how to break into (Industry).

I actually just met (Name of Contact) who runs the (Department Name) at (Company Name) and I think you two would really hit it off. She has an interesting perspective that I think you would find useful. Can I make an intro?

Thanks again for your time, and good luck with your upcoming feature launch! I hope to stay in touch and see you around soon.

Best,

(Signature)

 

So nice to meet you (Name)!

Hi (First Name,)

Thank you so much for taking time out of your busy schedule to meet with me today and discuss (Topic).

I enjoyed learning more about (Specific Discussion Point) and hearing more about your experience as a (Job Title).

Our discussion confirmed my interest in this industry, and I hope to keep in touch as I begin my journey toward a career path like the one you’ve taken.

Thank you again for your time and advice.

Best,

(Signature)

 

Feeling (Insert Emotion)? Let me help

Hi (First Name,)

Thanks so much for meeting with me today. It was great to connect with you on (Topic). I’m touching base again with a few resources that I think would be helpful as your business tries to (Outline Desired Results).

(Link 1): (Explain Value of Asset)

(Link 2): (Explain Value of Asset)

(Link 3): (Explain Value of Asset)

If this isn’t a good time for us to connect, I’d love for us to stay in contact. Feel free to put some time on my calendar (Insert Link) so we can discuss this further.

Best,

(Signature)

 

Following up about (something you discussed)

Hi (First Name,)

Thank you for taking the time to meet with me and discuss (the topic of the meeting). I appreciated the chance to share my ideas and to hear your thoughts.

I wanted to follow up on some of the points we discussed. Specifically, I was thinking about (mention a point or idea you took away from the meeting). I think this could be a valuable addition to our project, and would love to hear what you think.

Again, thank you for the productive conversation, and I look forward to continuing our collaboration.

Best regards,

(Your Name)

 

Thank you again for your input on (topic you discussed)

Hi (First Name,)

I just wanted to express my thanks for your time earlier this week. Your insights and suggestions were truly valuable, and I appreciate your willingness to share them.

I especially appreciated your perspective on (a specific point or issue mentioned in the meeting). Your thoughtful analysis really helped clarify my thinking on this matter.

Thank you again for your time, and good luck with your work on (project or topic)! I hope to stay in touch and see you around soon.

Best,

(Signature)

 

Grateful for your time

Dear (Recipient’s Name),

Thank you again for taking the time to meet with me last week. Your feedback and guidance were invaluable, and I’m grateful for your insights.

I especially appreciated your suggestions related to (a particular topic or point discussed in the meeting). I think they’ll be instrumental in moving our project in the right direction.

Again, thank you for your time and support. I’m excited about working together, and I’ll keep you updated on (next steps or next meeting time).

Best regards,

(Your Name)

The Importance of Sending a Thank You Email After a Meeting

To me, a “Thank You” email after a meeting affirms that the meeting itself was constructive. It shows that you’re interested in starting and sustaining a productive relationship with your contact.

Now, I‘m well aware that nothing I just said is any sort of revelatory, mind-blowing insight that has you — the reader — calling your friends to share what you just learned. But it’s still worth pointing out.

Prospects want to know that you value their time, were actually listening to their concerns, and are proactively taking the time to identify the best ways to address their pain points — you’ll have a hard time conveying all of that by leaving it up to their imagination. A cursory but personal, post-meeting check-in can go a long way, so make sure to stay on top of that kind of communication.

Follow-Up Thank You Email Mistakes to Avoid

1. Taking Too Long to Touch Base

You want to reach out to your prospect while the meeting is still top-of-mind for them. You don’t want to wait a few weeks to connect and tell them how great you think things went — if you do that, you run the risk of coming off as lazy or disingenuous.

2. Being Too Generic

Sending a cookie-cutter, one-size-fits-all thank-you email makes you read as jaded and disengaged to prospects. You need to have some degree of specificity in your outreach — try to reference specific agenda points, bring up concerns or good insights they raised, or do anything else to show that you listened actively and are interested in solving for them.

3. Not Keeping Track of Your Follow-up Emails

I touched on this earlier, but I‘ll bring it up again — make sure you’re keeping tabs on your follow-up emails. You want to avoid redundancies in your outreach. If you thank the same prospect twice, you’re going to seem scatterbrained, overwhelmed, or disorganized.

Take Your Networking to the Next Level

Your follow-up email might be the difference between landing the next round of interviews, connecting with a potential business partner, or acquiring a new customer.

Whether you attended a conference, business meeting, or special event, it’s important to reach out afterward to foster your relationship, demonstrate your value, and express your gratitude.

So, review the templates above and begin customizing your messages to grow your network.

This article was originally published in April 2020 and has been updated for comprehensiveness.

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