5 Great Meeting Minutes Email Templates To Copy & Paste

After a great meeting, a clear follow-up email is key to keeping the momentum going and making sure everyone is on the same page.

Staring at a blank draft can be daunting. Using a template removes the guesswork, helping you capture the essentials and send a recap that people will actually read.

Tips for Writing Meeting Minutes Emails

• Lead with the outcomes. Don't bury the important stuff. Start your email with the key decisions and action items right at the top. This lets everyone quickly grasp what matters without reading a novel.
• Assign tasks to people, not teams. Tag specific individuals for each action item. This creates clear ownership and avoids the classic "I thought someone else was doing that" problem.
• Make it scannable. Use simple headings, bullet points, and bold text to structure your recap. Think 'Decisions,' 'Action Items,' and 'Next Steps.' A clean layout makes the information easy to digest.
• Give every action a deadline. An action item without a due date is just a suggestion. Assign a clear deadline to each task to keep the project on track and hold everyone accountable.

Types of Meeting Minutes Email Templates We Will Cover

1. Project Update Email Template
2. Team Meeting Email Template
3. Client Meeting Email Template
4. Board Meeting Email Template
5. Sales Meeting Email Template

5 Meeting Minutes Email Templates

1) Project Update Email Template

<template>

Subject: Project Update: [*Project Name*]

Hi team,

Following our meeting on [*Date of Meeting*], here’s the latest on the [*Project Name*] project.

What We've Accomplished:

• [*Key accomplishment or milestone reached*]
• [*Another key accomplishment*]

Our Focus for This Week:

• [*Action Item 1*] - [*Name*] by [*Date*]
• [*Action Item 2*] - [*Name*] by [*Date*]

Heads-Up:

We're keeping an eye on [*potential challenge or risk*]. Our plan to address it is [*briefly describe the plan*].

We're on track to meet our goal. Let me know if you have any questions.

Best,

[*Your Name*]

[*Your Position*]

</template>

2) Team Meeting Email Template

<template>

Subject: Team Sync Recap: [*Date of Meeting*]

Hi team,

Great chat today. Here’s a quick rundown of what we covered and what’s next to keep us aligned.

Key Decisions:

• [*Decision 1 summary*]
• [*Decision 2 summary*]

Action Items:

• [*Action Item 1*] - [*Owner's Name*] by [*Due Date*]
• [*Action Item 2*] - [*Owner's Name*] by [*Due Date*]

For Your Radar:

• [*Important update or FYI*]

Let’s keep the momentum going. Reach out with any questions.

Best,

[*Your Name*]

[*Your Position*]

</template>

3) Client Meeting Email Template

<template>

Subject: Following Up on Our Meeting - [*Project/Topic*]

Hi [*Client Name*],

Thanks for meeting with me on [*Date of Meeting*]. It was great to connect and discuss the [*Project Name or Topic*].

To ensure we're aligned, here’s a summary of our conversation and the next steps.

Key Takeaways:

• [*Summary of key decision or takeaway 1*]
• [*Summary of key decision or takeaway 2*]

Next Steps:

• [*Action item for your team*] - Due by [*Date*]
• [*Action item for our team*] - Due by [*Date*]

Please look over these notes and let me know if anything needs clarification. We're excited to move forward.

Best,

[*Your Name*]

[*Your Position*]

[*Your Company*]

</template>

4) Board Meeting Email Template

<template>

Subject: Board Meeting Summary - [*Date of Meeting*]

Hi Board Members,

Thank you for your valuable contributions during our board meeting on [*Date of Meeting*]. Below is a summary of the key resolutions and action items for your records.

Key Resolutions:

• [*Summary of formal resolution 1, e.g., Approval of Q3 budget*]
• [*Summary of formal resolution 2, e.g., Appointment of new committee chair*]

Action Items:

• [*Action Item 1*] - Assigned to [*Name/Committee*] by [*Due Date*]
• [*Action Item 2*] - Assigned to [*Name/Committee*] by [*Due Date*]

The official minutes will be circulated for approval before our next meeting, scheduled for [*Date of Next Meeting*]. Please review this summary and let me know if any corrections are needed.

Regards,

[*Your Name*]

[*Your Position, e.g., Board Secretary*]

</template>

5) Sales Meeting Email Template

<template>

Subject: Quick Recap & Next Steps - [*Topic of Discussion*]

Hi [*Prospect Name*],

Thanks for your time today. It was great to learn more about [*Prospect's Company*] and your goals for [*specific goal, e.g., improving your marketing funnel*].

To make sure we're on the same page, here’s a quick summary of what we discussed:

• You're looking to solve [*key challenge or need prospect mentioned*].
• We talked about how [*your product/service*] can help by [*briefly explain the solution/benefit*].

Here are the next steps we agreed on:

• I will send over the [*specific document, e.g., proposal, case study*] by [*Date*].
• You will connect with [*colleague's name*] to discuss [*specific point*].

We're excited about the possibility of working together. Let me know if you have any questions in the meantime.

Best,

[*Your Name*]

[*Your Position*]

[*Your Company*]

</template>

What About Using Flodesk?

Now that your post-meeting communication is sorted, you can bring that same clarity to your wider audience. Flodesk is built to help you design and automate marketing emails that engage your subscribers.

With our intuitive builder and powerful automations, you have everything needed to grow your business through email. See how simple email marketing can be and get started with Flodesk.

Wrapping Up

Effective follow-up emails turn conversations into action. Use these templates to ensure your meeting recaps are clear, concise, and keep everyone aligned.

When you're ready to bring that same focus to your marketing, Flodesk provides the tools to design and automate your communications. Get started with Flodesk to connect with your audience.