5 Great Meeting Minutes Email Templates To Copy & Paste

You've run the meeting, now it's time to send a recap that everyone will actually read.

Using a template is the secret to sending clear and effective meeting minutes without the fuss, giving you a solid framework so you can just plug in the details.

Here are five go-to templates to cover any kind of meeting.

Tips for Writing Meeting Minutes Emails

• Lead with the outcomes. Don't bury the important stuff. Start your email with the key decisions and conclusions from the meeting so everyone gets the main points immediately.
• Assign action items with names. Vague tasks get lost. Clearly state who is responsible for what and include a deadline. For example, "Sarah: Finalize the Q3 budget by Friday."
• Make it scannable. Your recap is competing for attention. Use bullet points, short paragraphs, and bold text to highlight key information. A clean, organized layout ensures your email actually gets read.
• Link to everything. Attach or link to any relevant documents, presentations, or recordings mentioned during the meeting. This turns your recap into a single source of truth.
• Set a deadline for feedback. To finalize the minutes and avoid endless back-and-forth, ask recipients to send any corrections or additions by a specific time. This makes the record official and keeps the project moving forward.

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,

Here’s a recap of our meeting on [Date] for the [Project Name] project. We covered our recent progress and outlined the next steps to keep everything on track.

Key Decisions & Outcomes:

• [List key decision or outcome 1]
• [List key decision or outcome 2]

Current Progress:

• [Summary of progress on Milestone A]
• [Summary of progress on Milestone B]

Action Items:

• [Owner Name]: [Specific task and deliverable] by [Due Date].
• [Owner Name]: [Specific task and deliverable] by [Due Date].

Roadblocks:

• [List any identified challenge and who is responsible for the solution]

Please add any comments or corrections by [Date and Time]. You can access the attached [presentation deck or relevant document] here.

Best,

[Your Name]

[Your Position]

</template>

2) Team Meeting Email Template

<template>

Subject: Recap from our [Team Name] Meeting

Hi Team,

Here’s a quick summary of what we covered in our team meeting on [Date]. The goal was to align on priorities and share key updates.

Key Announcements & Takeaways:

• [Announcement or key takeaway 1]
• [Announcement or key takeaway 2]

This Week’s Priorities:

• [Main priority or goal for the week]
• [Secondary priority or goal for the week]

Action Items:

• [Owner Name]: [Specific task] by [Due Date].
• [Owner Name]: [Specific task] by [Due Date].

For Discussion Next Time:

• [Topic to add to the next meeting's agenda]

Please add any comments or corrections by [Date and Time]. You can find the [meeting recording or notes] here.

Thanks,

[Your Name]

[Your Position]

</template>

3) Client Meeting Email Template

<template>

Subject: Recap & Next Steps: [Project/Meeting Topic]

Hi [Client Name],

Thank you for your time today. To ensure we’re aligned, here’s a summary of our conversation about [Project Name or Topic] and the next steps.

Key Decisions:

• [Summary of decision 1, framed from the client's perspective]
• [Summary of decision 2, framed from the client's perspective]

Action Items:

Here’s what our team will be working on next:

• [Team Member Name]: [Specific task and deliverable] by [Due Date].
• [Team Member Name]: [Specific task and deliverable] by [Due Date].

To keep the project moving forward, here are the items we’ll need from your team:

• [Client Contact Name]: [Request for feedback, asset, or information] by [Due Date].

You can find the [presentation, mockup, or document] we discussed attached or linked here.

Please review and let us know if we missed anything by [Date and Time]. We look forward to making progress on this together.

Best,

[Your Name]

[Your Position]

[Company Name]

</template>

4) Board Meeting Email Template

<template>

Subject: Minutes & Resolutions from the Board Meeting on [Date]

Hi Board Members,

Following our board meeting on [Date], here is a summary of the key discussions, resolutions, and action items. The goal is to provide a clear record of our decisions and outline the path forward.

Resolutions Passed:

• [Resolution 1, e.g., Approval of the Q3 financial statements]
• [Resolution 2, e.g., Appointment of new committee member]

Key Discussion Points:

• [Summary of discussion on strategic initiative A]
• [Summary of discussion on market expansion plans]

Action Items:

• [Executive/Committee Name]: [Specific action required] by [Due Date].
• [Executive/Committee Name]: [Specific action required] by [Due Date].

The official minutes are attached for your records. Please submit any proposed corrections by [Date and Time]. Our next meeting is scheduled for [Date of Next Meeting].

Best regards,

[Your Name]

[Your Position, e.g., Board Secretary or CEO]

</template>

5) Sales Meeting Email Template

<template>

Subject: Sales Recap & Next Steps: [Date] Meeting

Hi Team,

Here’s a recap of our sales meeting today. We reviewed our pipeline, celebrated key wins, and set our focus for the week ahead.

Key Wins This Week:

• [Team Member Name] closed the [Client Name] deal.
• [Team Member Name] secured a demo with [Prospect Name].

Pipeline & Forecast:

• Current pipeline value: [$X]
• Forecasted revenue for [Month/Quarter]: [$Y]

Action Items:

• [Sales Rep Name]: Follow up with [Prospect Name] on the proposal by [Due Date].
• [Sales Rep Name]: Update [Lead Name] in the CRM by [Due Date].

The full notes and updated pipeline are linked here: [Link to CRM/Sales Dashboard]. Let’s keep the momentum going.

Best,

[Your Name]

[Your Position, e.g., Sales Manager]

</template>

What About Using Flodesk?

Once you have your meeting minutes drafted using one of the templates above, you need an effective way to send them. Flodesk provides intuitive email marketing tools designed for small businesses, allowing you to manage and grow your email list. You can create, send, and automate your communications without any coding or design experience, helping you engage your audience and build your business.

Trusted by thousands of businesses, Flodesk is built for both beginners and seasoned marketers who want to send effective emails simply. With our straightforward email builder, robust automations, and well-designed forms, you get all the necessary tools for your email marketing, minus the usual complexity.

Wrapping Up

Sending a clear meeting recap is essential for keeping projects moving forward, and using a template streamlines the process to ensure your team stays aligned.

Flodesk helps you send beautifully designed emails that get your message across. Sign up to start creating and sending your communications today.