Writing follow-up emails that recap decisions and actions.

Great calls still lose momentum if the follow-up is unclear. In this lesson, you are writing a post-meeting email after a discovery call or negotiation. The email must do more than sound polite. It must move the deal forward with clear decisions, actions, owners, and dates. You will work with a realistic email thread where the client is busy and replies slowly. You will practise a clean structure: a short opening, a crisp recap, confirmed assumptions, action items, and a clear ask. You will also practise writing a diplomatic chase message when there is no response, without sounding annoyed or desperate. By the end, you will produce two pieces of writing: a high-quality meeting recap email and a shorter follow-up that re-opens the thread and makes it easy for the recipient to respond. You will also create a reusable template you can copy for your next real call.

1. The situation and what a follow-up email must achieve.

Today you’re going to do something that decides whether a good call turns into a real next step: you’re going to write the post-meeting email. In sales and account work, follow-up is not “admin”. It is deal control in writing. The goal is simple: make it obvious what was decided, what is assumed, who owns what, and by when. If the client is busy, your email needs to be easy to skim, and even easier to reply to. We’ll stay in one realistic scenario from start to finish. You had a discovery and commercial call with a client called NexaFoods. Your main contact is Priya Shah, Head of Operations. She is interested, but she is stretched, and replies slowly. You need to keep momentum without sounding needy. In this first block, I’ll show you a model email thread. Read it like a detective: notice what is clear, what is missing, and why the second email gets a response. Then you’ll write a short ‘improved’ version of the subject line and opening lines, using the tone we want: confident, crisp, and polite.

Where we are in the story.

You had a 30-minute call with NexaFoods (food manufacturing) about FlowPilot (your workflow and approval automation platform). The call went well: you uncovered priorities and agreed next steps. Now you need to lock the outcomes in writing.

A strong follow-up email in sales/account work does four jobs at the same time:

1. Recap the key points so everyone shares the same understanding.
2. Confirm assumptions (the risky bits that often get misunderstood).
3. Assign action items with owners and dates.
4. Ask for one clear response (a decision, a confirmation, or a meeting).

If any of these are missing, the deal often “drifts”. A busy client does not drift because they are rude; they drift because your email made it hard to take the next step.

Model email thread (read and notice).

Below is a realistic thread. It’s good, but not perfect.

Email 1 (you → Priya)

• Subject: Great speaking today
• Hi Priya,

Thanks for the call. Great to learn more about your situation. We discussed a few options and next steps. Let me know if you have any questions.

Best,

Sam

Email 2 (you → Priya, 6 days later)

• Subject: Re: FlowPilot next steps
• Hi Priya,

Just checking in.

Best,

Sam

Email 3 (Priya → you)

• Hi Sam, sorry, busy week. Can you resend the details and remind me what you need from us?

What’s wrong here (and how we’ll fix it).

This thread is polite, but it fails commercially.

• The subject line is too vague. “Great speaking today” does not help Priya find the email later.
• The recap is non-specific (“a few options”), so the email doesn’t “document” anything.
• There are no owners, no dates, and no clear ask.
• The chase message is too empty. Busy people need a reason to reply.

Upgraded patterns you’ll use today.

Use these “ready-to-steal” patterns to create clarity:

• Opening: “Thanks again for your time today. As agreed, here is a quick recap of the main points.”
• Assumptions: “My understanding is that your top priorities are… Please correct me if I have missed anything.”
• Action items: “Action items: Owner: … / Deadline: …”
• Clear ask: “Could you confirm whether you would like option A or option B?”

In the next blocks, you’ll practise each part, then write two final emails: the recap email and a diplomatic chase that re-opens the thread.

Practice & Feedback

Write two improved subject lines and a better opening for Email 1 in this NexaFoods scenario.

What to write (3 parts):

1. Subject line option A (8–12 words, specific)
2. Subject line option B (8–12 words, specific)
3. Opening lines (2–4 sentences)

Focus: sound professional and calm, and make it immediately clear this is a recap with next steps. Use at least one phrase from today’s screen (for example: “Thanks again for your time today” or “As agreed, here is a quick recap…”). Avoid sounding too excited or too casual. Remember: Priya is busy and will scan this on her phone.

Useful details to include (scenario facts):

• Company: NexaFoods
• Contact: Priya Shah, Head of Operations
• Your company: FlowPilot
• Meeting type: Discovery + commercial discussion
• Goal of email: recap + confirm assumptions + actions + clear ask

Chunk bank reminders:

• “Thanks again for your time today.”
• “As agreed, here is a quick recap of the main points.”
• “My understanding is that your top priorities are…”
• “Please correct me if I have missed anything.”

2. Listening for decisions, actions, owners and dates.

Now we’ll do the skill that makes your follow-up email accurate: extracting the right information from the call. In real life you may have notes, a recording, or just your memory. Either way, the email must be factual and specific. If you write general statements, you lose authority; if you invent details, you lose trust. You’ll listen to a short recap of the NexaFoods call, like the kind of internal voice note you might leave yourself right after the meeting. While you listen, focus on four categories: decisions, assumptions, action items, and the one thing you need Priya to confirm. After listening, you’ll write a very structured summary: three bullet points for recap, then a small action list with owner and deadline, and finally one clear question for Priya. Keep it tight. Imagine Priya is reading it in between meetings. Your job is to make the next step feel simple and safe.

Your follow-up email is only as good as your capture.

When clients say, “Can you remind me what you need from us?”, it’s usually because we didn’t make the actions and asks visible.

To prevent that, capture the call using this simple framework:

The 4 things to capture.

1) Decisions (even small ones)

These are the “we agreed” moments. For example: We will run a pilot, We will involve IT, We will compare two packages.

2) Assumptions (the risky bits)

These are the statements that could be misunderstood later. For example: timeline expectations, what is included, what “success” means, what systems are involved.

3) Action items (owner + deadline)

Sales follow-up is strongest when it looks like project management. It reduces friction.

4) Your clear ask

One question that is easy to answer. If you ask five questions, you often get none answered.

Listening checklist (what to listen for).

As you listen to the audio below, answer:

• What are NexaFoods’ top priorities?
• What is the timeline pressure?
• What will you send, and by when?
• What does Priya need to do internally, and by when?
• What decision do you need from Priya (A/B, date, invite, approval)?

Micro-language to sound credible.

Notice how these phrases help you be clear without sounding bossy:

• “Just to make sure I have captured this correctly…”
• “My understanding is that…”
• “If you’re happy, I will…”
• “Could you confirm whether…?”

In the next block, we’ll turn your captured points into a clean email structure. For now, focus on accurate content.

Practice & Feedback

Listen to the short audio recap of the NexaFoods call.

Then write three sections:

1. Recap (3 bullets): the main points you discussed (be specific)
2. Action items (2–4 lines): include Owner and Deadline for each action
3. One clear ask (1 sentence): one question you need Priya to answer

Keep the whole response to 120–170 words. Use at least two phrases from the chunk bank on screen (for example: “As agreed…” / “My understanding is…” / “If you’re happy, I will…” / “Could you confirm whether…?”).

3. Turning notes into a crisp recap and assumptions.

You’ve now got the raw material. The next step is turning it into a client-facing recap that sounds both helpful and commercially sharp. The big mistake people make is writing the recap like a story: long paragraphs, too many details, and no clear structure. A busy Head of Ops does not want a story. They want an accurate snapshot and a clear path forward. In this block we’ll focus on two parts: the recap and the assumptions. The recap says, “Here’s what we covered and why it matters.” The assumptions say, “Here’s what I believe to be true, please correct me if I’m wrong.” That second part is not weakness; it is professionalism. It reduces risk. You’ll read a model recap section for the NexaFoods email, notice the phrases that make it sound confident, and then you’ll rewrite a messy draft into a cleaner version. Keep your tone calm and factual, and make sure it’s skimmable.

Recap vs assumptions: why we separate them.

In a strong follow-up email, recap and assumptions do different jobs.

Recap = “Here’s what we discussed and agreed.”

• It should be factual and not emotional.
• It should connect to business outcomes.

Assumptions = “Here’s what I’m taking away, please confirm.”

• It protects you from misunderstandings.
• It invites the client to correct details without losing face.

Model recap + assumptions (NexaFoods).

Recap (example):

• “Thanks again for your time today. As agreed, here is a quick recap of the main points.”
• “My understanding is that your top priorities are to reduce approval cycle time (from ~5 days to ~2) and strengthen audit trails for compliance.”
• “We discussed starting with a focused pilot on UK plant purchase approvals, before scaling to other workflows.”
• “We also noted that IT will want to review ERP touchpoints early, to avoid delivery risk.”

Assumptions to confirm (example):

• “Please correct me if I have missed anything, but it sounds like the key success metric for the pilot is cycle time reduction plus clear audit reporting.”
• “I’m also assuming the initial users are in Operations, with Finance as an approver group.”

A common weak draft (what to avoid).

Here is a realistic draft that is polite, but not effective:

> “It was great speaking today. You explained a bit about your processes and challenges, and we think we can help. We talked about doing something small first. I will send some information. Let me know your thoughts.”

What’s missing?

• Specific priorities (numbers, outcomes)
• The pilot scope
• Risk/constraints
• A “please correct me” line that invites confirmation

Better patterns (copy and adapt).

• “Just to make sure I have captured this correctly…”
• “So the main priority is X, and the key constraint is Y.”
• “We agreed to start with…”
• “Please correct me if I have missed anything.”

In the activity, you’ll rewrite a messy recap into a strong one that a busy stakeholder can skim in 20 seconds.

Practice & Feedback

Below you’ll see a messy draft recap paragraph for the NexaFoods follow-up email.

Rewrite it as two short paragraphs:

• Paragraph 1: Recap (2–4 sentences)
• Paragraph 2: Assumptions to confirm (1–3 sentences)

Length: 90–130 words total.

Must include:

• the key priorities (cycle time + audit trail/compliance)
• the pilot scope (UK plant purchase approvals)
• one risk/constraint (ERP / IT review)
• at least two useful phrases: “As agreed…”, “My understanding is…”, “Just to make sure…”, “Please correct me if I have missed anything.”

Keep it professional, calm, and specific.

Messy draft to rewrite:

It was really nice to speak earlier and hear about your approval process. It sounds like things are slow and there are some compliance needs. We talked about doing a pilot and then doing more later. IT will need to look at it because of the ERP. I will send you some details soon and you can tell me what you think and we can decide what to do next.

4. Action items that feel like a plan, not a wish.

Let’s make your email do the heavy lifting: turning ‘next steps’ into an actual plan. This is where you move from sounding polite to sounding organised. The secret is formatting and specificity. When you write action items with an owner and a date, you remove ambiguity. It also subtly communicates: this project is moving, and you are guiding it. In sales emails, an action list is not just for internal work; clients love it because it reduces cognitive load. They can forward it internally, they can copy it into their own task list, and they can reply with one simple correction. We’ll look at a model action-items table and a few micro-choices that matter: using verbs that show action, keeping items parallel, and choosing dates that are realistic. Then you’ll write the action section for the NexaFoods email, including one clear request that is easy to answer, like an A/B choice. That’s how you get replies.

Why action items change client behaviour.

A recap without actions is like a meeting without a calendar invite: it feels optional.

When you include an action list, you:

• make it simple for the client to reply with “Yes / No / Correct”
• reduce internal confusion (“Who is doing what?”)
• create a written record that protects both sides

Action items: the clean format.

Use a small list that a client can skim. Keep the verbs consistent.

Action items (model format):

Make your “ask” easy to answer.

A strong ask is:

• specific (one decision)
• binary when possible (Option A or Option B)
• polite but direct

Examples:

• “Could you confirm whether you would like option A or option B?”
• “Would you be happy for me to send the draft proposal by Thursday?”
• “Would it be easier to align on a quick call?”

Small language choices that sound more senior.

Instead of “Let me know your thoughts”, try:

• “Could you confirm…”
• “If you’re happy, I will…”
• “To keep momentum, would you be able to…”

Now you’ll write the action section. You’re aiming for something Priya can forward internally without rewriting.

Practice & Feedback

Write the Action items section for your NexaFoods follow-up email.

Write 4–5 lines in a clear format. You can use either:

• a mini table (Action / Owner / Deadline), or
• a labelled list (Action: … Owner: … Deadline: …)

Must include:

• at least 2 actions for you (sending overview/pilot plan, price range)
• at least 2 actions for Priya/NexaFoods (intro to Marco + Finance, confirm Option A/B)
• at least one clear ask sentence after the actions (for example, an Option A/B confirmation)

Length: 110–160 words total. Keep it concise and professional. Use at least one chunk: “Action items:”, “Owner: / Deadline:”, “Could you confirm whether…?”, “If you are happy, I will…”.

Facts you should use (from the call):

• You will send a one-page overview + draft pilot plan by Thursday afternoon.
• You will send an estimated price range for 50 users vs 120 users.
• Priya will introduce you to Marco (IT lead) and loop in Finance by next Tuesday.
• Priya needs to confirm Option A (standard/basic reporting) vs Option B (pro/advanced audit reporting).
• Then you want to book a demo with IT + Finance next week.

Useful chunks:

• “Action items:”
• “Owner: … / Deadline: …”
• “If you are happy, I will…”
• “Could you confirm whether you would like option A or option B?”

5. A diplomatic chase message that gets a reply.

Even with a great recap email, you’ll sometimes get silence. That’s normal. The skill is chasing without sounding irritated or desperate. Think of a chase email as a service: you’re making it easier for the client to act. A weak chase says, ‘Just checking in’ and puts all the work back on the client. A strong chase does three things: it references the previous email so they can find it, it restates the single key question, and it offers a low-friction next step such as a quick call. In this block you’ll do a short chat-style simulation. You are Sam from FlowPilot. Priya replies slowly and briefly, and she may ask you to resend information. You will reply in two short messages: first, a polite nudge, and second, a helpful response if she says she’s busy. Keep your tone calm, assume positive intent, and keep the ask simple: Option A vs B and booking the demo with IT and Finance.

Chasing is normal, but the tone matters.

Busy stakeholders are not ignoring you personally. Your chase message should assume good intent and help them take action.

A diplomatic chase usually includes:

Thread reference

“Just following up on the email below in case it got buried.”

One-sentence recap

“As agreed, we’re aiming to kick off a pilot for UK plant purchase approvals.”

One clear question

“Could you confirm whether you’d like option A or option B?”

Low-friction alternative

“If easier, we can align on a quick call.”

Mini examples (same meaning, different softness).

More direct (still polite):

• “Could you confirm option A or B so I can finalise the pilot plan?”

Softer:

• “When you have a moment, could you confirm whether you’d prefer option A or option B?”

With an ‘escape hatch’ to protect the relationship:

• “No rush if this isn’t a priority this week, but I wanted to keep momentum on the pilot planning.”

Chat-style simulation: the thread re-opens.

You’ll write as if you’re replying inside the same email thread (short messages, not long paragraphs).

Context: You sent the recap email last week. No reply. You want a response.

Your two aims:

• get confirmation on Option A vs Option B
• book the demo with IT + Finance next week

What “good” looks like.

• 2 short messages, not an essay
• confident, calm, helpful
• one clear question per message
• includes at least one chunk from the lesson: “Just following up…”, “Would it be easier to align on a quick call?”, “Could you confirm whether…?”

Now it’s your turn.

Practice & Feedback

Write a two-part chat-style exchange (so: Message 1 from you, then Message 2 from you).

Scenario: You emailed Priya a recap last week. She has not replied.

• Message 1 (your chase): 40–70 words. Reference the previous email, restate the key point in one line, and ask one clear question (Option A vs B).
• Message 2 (your follow-up reply): 40–90 words. Imagine Priya answered: “Sorry, busy week. Can you resend and remind me what you need?” Now reply helpfully, list what you need from her (2 items), and offer an easy next step (quick call or demo booking).

Use at least two of these: “Just following up…”, “in case it got buried”, “Could you confirm whether…?”, “Would it be easier to align on a quick call?”. Keep the tone positive and professional.

Details you should reference:

• Pilot: UK plant purchase approvals
• Decision needed: Option A (standard/basic reporting) vs Option B (pro/advanced audit reporting)
• Stakeholders needed: Marco (IT) + Finance contact
• Next step you want: book a demo next week

Helpful chase chunks:

• “Just following up on the email below in case it got buried.”
• “Could you confirm whether you would like option A or option B?”
• “Would it be easier to align on a quick call?”
• “Thanks again for your time.”

6. Final performance: recap email plus a short chase template.

Time to put it all together in a final piece of work you can actually reuse at work. You’re going to write two emails in the same thread: first, the high-quality meeting recap email; second, a shorter chase email you would send if Priya doesn’t respond after a few days. As you write, keep your reader in mind. Priya is Head of Ops, busy, and likely forwarding your email internally to IT and Finance. So your email should read like a neat plan: clear subject line, crisp recap, assumptions to confirm, action items with owner and date, and one clear ask. Then your chase should do what we practised: reference the thread, restate the single decision you need, and offer an easy next step like a quick call. Finally, you’ll create a mini reusable template with placeholders you can copy next time. Write it as if you will press send. Aim for clean, confident, British business English: warm but not wordy, and politely firm about next steps.

Your final deliverables (what you will produce now).

By the end of this block you will have:

1. A meeting recap email that documents the call and drives action.
2. A diplomatic chase email that re-opens the thread.
3. A reusable template you can copy for your next real call.

Recap email structure (copy this structure).

Subject: Specific + searchable

Opening (1–2 lines):

• “Thanks again for your time today. As agreed, here is a quick recap of the main points.”

Recap (3–5 bullets or short sentences):

• priorities, scope, constraints

Assumptions to confirm (1–3 lines):

• “My understanding is… Please correct me if I have missed anything.”

Action items (table or list):

• Action / Owner / Deadline

Clear ask (1 line):

• “Could you confirm whether you would like option A or option B?”

Close (1–2 lines):

• “If you’re happy, I will send…”
• “Would it be easier to align on a quick call?”

Chase email structure (short, helpful).

A good chase is not “Just checking in.” It is a service.

• Reference: “Just following up on the email below in case it got buried.”
• One-line context: pilot + why it matters
• One question: Option A/B (or confirm demo time)
• Easy next step: propose a quick call

Mini rubric (how your writing will be checked).

• Clarity: Can a busy person understand actions in 20 seconds?
• Completeness: Decisions, assumptions, owners, dates, one clear ask.
• Tone: Warm, confident, not pushy.
• Accuracy: Numbers, names, and deadlines match the scenario.

Now write your final emails and your template.

Practice & Feedback

Write three items for the NexaFoods thread.

1) Meeting recap email (180–260 words).

Include:

• a specific subject line
• opening + recap
• assumptions to confirm
• action items with Owner and Deadline
• one clear ask (Option A vs Option B)

2) Chase email (60–100 words).

Assume no reply after 4–6 days. Include:

• “Just following up…” style reference
• the single key question again
• offer a quick call or demo booking

3) Reusable template (8–12 lines).

Create a copyable structure with placeholders like [Client] [Topic] [Owner] [Deadline] [Ask].

Use at least 4 phrases from the chunk bank across the whole submission. Keep dates realistic and consistent (Thursday for your send items; next Tuesday for Priya intros).

Scenario reference (use these details):

• Client: NexaFoods
• Contact: Priya Shah, Head of Operations
• Internal stakeholder: Marco (IT lead) + Finance contact
• Priorities: reduce approval cycle time from ~5 days to ~2; improve audit trail for compliance
• Current process: email + shared spreadsheet; ERP caution
• Agreed approach: small pilot for UK plant purchase approvals
• You to send: one-page overview + draft pilot plan by Thursday afternoon; estimated price range for 50 users vs 120 users
• Client to do: introduce you to Marco and Finance by next Tuesday; confirm Option A (standard/basic reporting) vs Option B (pro/advanced audit reporting)
• Next step: demo with IT + Finance next week

Chunk bank (use at least 4):

• “Thanks again for your time today.”
• “As agreed, here is a quick recap of the main points.”
• “My understanding is that your top priorities are…”
• “Please correct me if I have missed anything.”
• “Action items:”
• “Owner: / Deadline:”
• “Could you confirm whether you would like option A or option B?”
• “If you are happy, I will send the draft proposal by Thursday.”
• “Just following up on the email below in case it got buried.”
• “Would it be easier to align on a quick call?”