Docsify November 14, 2018

How to write an email after business meeting?

How to write an email after business meeting?


No matter if you're in sales, business development or the founder of a small or medium company - business meetings are an essential part of life. You discuss new opportunities with leads and prospects, you create new partnerships and the most important thing - you build relationships with other people in business.


Yes!





Now in 2018 and 2019, there is no B2B or B2C anymore, today is the era of H2H (human to human).


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You don't talk to brands, you talk to a real person, you don't pay money to a company. You pay to people you trust. So we highly recommend you send a business thank-you email after meetings (no matter what it was, a call via Hangouts or a face-to-face meeting in office).




Here a few Why's:

 

   Follow up emails after a meeting remind your client/lead or partner about the context of your conversation.


Everybody  forgets important things so it's better to drop a line with a summary and next steps, so your client won't have a chance to lose any information you discussed.

 

  Thank you email after a business meeting sets you apart from others.


Your client probably has dozens of meetings to reach their business goals. You might be the 2nd or even 20th person they talk to. So if you write a follow-up email after a business meeting and others don't your chances become much higher.

 

  An email after a business meeting is a good chance to build relationships.


You don't just show that you're polite, but also you're a good person to do business with. You don't forget about your partners and the relationships with them are really important to you.


So now we understand why a thank-you email after a business meeting is important and why you should do this. In this article, we'll show you how to write an email after a business meeting so you can achieve all the above points.




Ok, it's important, but how to write them?

 

There are a few things you have to DO to make your emails relevant and make them work.


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#1 Send emails within 24 hours of a meeting




It's important to be first in your client's mind, so no matter how a meeting ended write a follow-up email as soon as possible. Your recipient will remember who you are, why you are writing and what the next steps are so you'll be on their focus.


If you send a follow-up email a week after the business meeting you probably will be ignored. Since you're not relevant (it's not the best time to discuss something with you right now) - your recipient will snooze your conversation till later.



#2 Choose the right subject line for a thank you email after the business meeting



via GIPHY


Ok, you sent an email within 24 hours but it doesn't guarantee your email will be opened. If your email isn't opened it doesn't exist - it's the same if as you never sent that email at all.


What affects whether your recipient opens an email from you or not:



  1. Your subject line  


  2. First sentences in your email 


So our recommendation is: you should be as precise in the subject line as you can.


When your recipient opens their inbox they scan the emails and ignore general ones (usually they are just automatic campaigns or even spam). But since you know this person it's your chance to be highlighted in their Inbox.



Use the most personalized thing you can in the first sentence and in the subject Line - for example:

 

 "Thank you for our meeting on Monday"


 "It was nice to have a call yesterday"


 "Thank you for the story about your business trip to LA" (if your recipient told you any stories, of course :-D )

 

Personalize your subject line and the open rate will be really high. And to check whether your recipient opened your important email or not we highly recommend you track all sent email with the email tracking tool for Gmail



#3 Summarize your business meeting in the email




Before the meeting, it's important to send a business meeting agenda but after the meeting, it's important to summarize what was the main topic of your conversation and what were the results of it.

 

Just say in the 1,2,3 model what you discussed and what were the results of it. For example:

 

   "Let me summarize what we discussed today:


1- We prolong you a free trial of Docsify to December


2- You're planning to discuss the purchase with your CEO


3- We plan to make personal 1-to-1 calls with our Customer Success team to train your team to use Docsify"



So your email reply after a business meeting should briefly remind them what happened in the meeting.



#4 Describe the next steps




No matter how your business meeting ended, you need to describe what should be done further. Does a recipient need to do something? Or what are your next steps?


So this point is very important to make your message clear.


For example:

 

  "Our next steps are:


From our side we'll prepare the invoice with all the necessary points


We're also waiting for your response about how many users you will have. Once we know that we can increase the number of seats in your account."



#5 Call to action and email message closing



At the end of your email, the recipient should do something. It may be:

 


  • Check your Presentation or Proposal



  • Try your software by clicking the link



  • Or reply back with the answer


To get a response you have to have "Call to Action". At the end of your email you need to say:


  "Also please read our proposal, please pay attention to the 7th page - we've prepared a special offer for you there."


And attach the file with your Proposal.


Or


  "Also, please try our software by clicking here. After you install it our customer success manager will contact you and answer any questions you may have"


 Note: Don't put several calls to action. Add only 1 and your results will definitely increase. (It seems like too much effort to do when you need to click a link, read a proposal and reply, so people will tend to ignore several calls to action)


#6 Follow-up (again)





Let's say everything is OK, and you wrote your email during the 24 hours after the meeting, had a nice and personalized subject line and described what was on the meeting and what are the next steps and you even have a call to action and it's only 1 call to action.


But what if you didn't get a response to your thank you email - don't worry, it's OK. Statistics show that people are more likely to reply after a few follow-ups. So wait a few days and drop them a line again.



Also, almost 50% of salespeople don't send a follow-up after the 1st email, so if you send at least one - you're already MUCH closer than your competitors.


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Also if you track your emails with Gmail tracker we recommend you follow-up in 10-15 minutes after your recipient opened your thank you email. (Usually, you get a much higher reply rate if you send a follow-up while your client is thinking about you)



If you send any PDFs and proposals - track them as well with PDF tracker, so you will know how much time your recipient spends on each page of your Document. Based on this information you can understand which pages were seen and which were ignored, so you will know what to say. For example -  if a recipient spends 70% of their time on Pricing Page, be prepared to talk about Pricing.





#7 Check your email with Grammarly





You've written your email and spent dozens of minutes on it, but you lost a few letters and now it looks dreadful…


Wow, it's horrible. You can't build strong relationships if your partner or client or prospect sees that you make grammatical mistakes. Your reputation is going down…


So we recommend you use Grammarly that tool that will highlight your grammar mistakes.



How to write an email after a business meeting



So now you know what to do to compose your thank you message and now we'd love to share an example so you'll know how to write an email.


Here is the customizable email template:

 

  "Hello {first_name}


Thank you for your time and giving us an opportunity to have a great meeting today. It was nice to discuss {business_goal} for your {company_name).


Here are the main takeaways from our meeting:




  • We have agreed with {something you agreed}


You mentioned that you would like a special offer, so here what we can do for you {special_offer}.


Based on our discussion our next steps should be :


{next steps}


Also please take a look at our presentation that describes how we helped companies such as yourself ({their_competitors})


Looking forward to hearing from you.


Kind regards,


Ilya"



Summary



The follow-up email after the business meeting is important. So you need to prepare a good one with a personalized subject line, takeaways of your meetings, next steps and direct call to action. Also, it's important to send this email as soon as it possible.


By the way - when you prepare your thank you follow-up email create an email template in Gmail to use it again in seconds.


Hope it was helpful!