Meeting Follow-Up Sequence
Follow-up email sent from AE address within 30 minutes. CRM updated: activity log, deal stage, next-step task with due date. Slack notification to AE if prospect opens within 1 hour.
Before you start
- Call recording or notes available (Gong, Otter, or manual notes)
- CRM deal record exists with next steps field
- Approved follow-up email templates by deal stage
- Meeting transcript or structured notes (attendees, topics covered, objections raised)
- Agreed next steps from call (verbatim if possible)
- Deal stage and AE name for signature context
The steps
- Pull and parse meeting notes — Retrieve transcript or notes from call recording tool. Extract: attendees (names and titles), key pain points discussed, objections raised, features demoed, and any pricing or timeline mentioned. If transcript not available, parse AE's raw notes. Flag any unclear items for AE to clarify before sending.
- Confirm agreed next steps — Identify all action items with owners and deadlines. Format as: '[Action] — Owner: [Name] — Due: [Date]'. If call notes show 'will send proposal' but no date was set, default to 2 business days and flag for AE confirmation. Do not fabricate commitments not present in the notes.
- Draft follow-up email — Write email with structure: (1) one-sentence meeting summary ('Thanks for the time today — quick recap of what we covered'); (2) numbered list of key discussion points (3-5 max, each one sentence); (3) next steps table with owners and dates; (4) specific CTA tied to the closest next action ('I'll send the security questionnaire today — does Thursday at 2pm work for the demo review?'). Under 200 words. No marketing language.
- Attach or reference relevant assets — If proposal, case study, or pricing deck was promised during call, attach it or confirm it is being prepared separately. Reference by name in the email ('Attached: Acme case study we discussed'). Do not attach unsolicited material — only what was explicitly mentioned.
- Update CRM with meeting outcome — Log meeting in CRM activity feed with: date, attendees, outcome (positive/neutral/negative), next step, and next-step due date. Update deal stage if warranted (e.g., 'Demo Completed' → 'Proposal Sent'). Set task for AE follow-up if next step is theirs to own. Set reminder for no-reply follow-up at Day +3.
- Send email and confirm delivery — Send within 30 minutes of call end — reply-rate drops significantly after 2 hours. Send from AE's email address (not a shared alias). Confirm no bounce. Log send time in CRM. If prospect opens within 1 hour, notify AE via Slack — high-intent signal.
If it goes wrong
Meeting notes too sparse to extract clear next steps
Send minimal recap email with explicit question: 'Just want to confirm our next step — are we scheduling the technical review or waiting on your team's Q2 budget sign-off?' Let prospect fill the gap.
AE changes next steps after email is drafted but before send
Never auto-send without AE confirmation for deals >$10k ACV. Require explicit approval step in workflow for high-value deals.
Prospect replies to follow-up with new objection
Classify as neutral reply, alert AE within 15 minutes, draft objection-handling response for AE review. Do not send response autonomously for unresolved objections.
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