How to Craft a Great Thank You Email After a Sales Meeting

March 13, 2024 by
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After a sales meeting, saying “thank you” might seem like a small gesture. But, believe it or not, many salespeople forget to do it. You’ll also be surprised to learn just how big a difference it can make to take the extra effort.

Interestingly, research shows that thank you emails have a significant edge, being opened about 42% of the time—far exceeding the open rate of average emails. This fact alone highlights the impact a well-crafted thank you email can have.

In this guide, we will show you how to craft a great thank you email after a sales meeting that leaves a lasting impression.

Main Takeaways

  • Writing a thank you email can help reinforce your message, build a professional relationship, and clear up any questions or concerns.
  • To craft the perfect thank you email, you should personalize it by recapping the meeting, confirming agreed-upon points, and answering any questions raised.
  • Make sure to avoid an irrelevant and vague subject line, misspelling someone’s name, and being too formal or too casual.
  • Send a thank you email within 24 hours of the meeting to keep your prospects engaged.

Why Should You Write a Thank You Email?

Writing a thank you email after a sales meeting is a simple way to make a good impression on your client or potential business partner. Here’s why.

1. Building Professional Relationship

Sending a thank you email helps build a good relationship. It shows you’re grateful for the other person’s time and effort. It’s a way to stay in touch and strengthen the connection.

2. Reinforcing Your Message

The email is a chance to remind your contact about the key points discussed. This reinforces why your product or service is the best choice for their needs.

3. Showing Professionalism

Sending a thank you email after a meeting is a sign of professionalism. It leaves a good impression and improves your professional reputation.

4. Following Up

The email can address any extra questions or concerns that came up after the meeting. It ensures everyone is informed and agrees.

5. A Quick Reminder

It reminds the potential client about your company and what you talked about in the initial meeting. 

6. Adding Value

If your potential customer or client still has doubts, the thank you email is a great chance to offer better conditions or clear up any questions.

7. Better Communication

A follow up thank you email shows customers you’re friendly and professional. It shows you value people just as much as business, making you a more attractive business partner than those who don’t take the time for personal emails.

How to Craft the Perfect Thank You Email After Sales Meeting: Our Step-by-Step Process

Now that you know why you should send thank you emails, let’s look at how to craft an effective one!

Step One: Start with a Proper Subject Line

Make your subject line clear and relevant. It should signal your appreciation and hint at the content, like “Thank You for a Great Meeting” or a specific reference to the discussion. Doing this makes it more likely for the recipient to open the email.

Additionally, you should keep the subject line short, ideally under 60 characters​​.

Step Two: Express Gratitude

Open your email with sincere thanks, and specify exactly what you’re grateful for. Mentioning details, like the opportunity to discuss your services or their insights, can make your thank you feel more genuine and personalized to the recipient​​​​.

Remember to be specific and genuine in your appreciation!

Step Three: Recap the Meeting

Provide a concise summary of the key points you discussed during the meeting. It is good practice to recap the meeting, as many potential customers will engage in several meetings per day. Underscore the value of the conversation and make it clear why the meeting was significant​​​​.

Step Four: Confirm Agreed Points

Reiterate any agreements or decisions made, ensuring both you and the recipient remember and agree on the meeting’s outcomes. The clarity helps move the partnership forward with a shared understanding of the next steps​​.

Step Five: Answer Any Questions

If there were any unresolved questions during the meeting, provide clear and concise answers in your email. It shows your attention to detail and commitment to providing value​​.

Step Six: Suggest Next Steps

This is an important one, so listen up! Effective emails should always clearly suggest the next actions. Whether it’s scheduling another meeting, a follow-up call, or an immediate step towards starting your partnership, outlining these steps can help guide the relationship forward​​​​.

Step Seven: Include Additional Information

Attach relevant sales presentations or product brochures that recap your product’s features and benefits. Be cautious not to overload your recipient with too much information at once​

Step Eight: Confirm the Next Meeting

Remind the recipient of any upcoming meetings or contact times agreed upon during your last meeting. Ask for confirmation and consider including a calendar link for convenience​​.

Step Nine: Use a Professional Signature

Conclude your email with a professional signature, including your full name, position, company, contact information, and other relevant details. 

Remember, the key to a successful thank you email lies in personalization, clarity, and a balance between professionalism and warmth.

Mistakes to Avoid While Writing Post Sales Meeting Thank You Emails

Here are some common mistakes to avoid when drafting up your post sales meeting thank you email.

1. Irrelevant Subject Line

Avoid subject lines that simply say “Thank You” or “Follow Up.” These are too general and don’t provide any context about the meeting or its contents.

Additionally, subject lines that are too long or filled with complex language can be confusing and might put off the client.

2. Misspelling Names

This may seem obvious, but it is more common than you might think! Getting someone’s name wrong can immediately sour the tone of your email. Always double-check the spelling of names and ensure you’re using the preferred form of their name (e.g., Mike vs. Michael). 

It shows attention to detail and respect for the recipient.

3. Withholding Contact Information

Include your contact information to make it easy for your recipient to get back to you. While email is a primary communication tool, providing a phone number or LinkedIn profile can offer alternative ways to connect.

4. Length Issues

Keep your email concise and to the point. Long-winded emails may not get fully read, while too-short emails might come across as impersonal. Aim for a balance that conveys your message without taking up too much of the recipient’s time.

Research shows that emails containing around 20 lines, or roughly 200 words, achieved the highest engagement rate through clicks.

5. Grammar and Spelling Mistakes

Errors in grammar and spelling can undermine your professionalism. Use tools like Grammarly or your email’s built-in spell check to review your email before sending it.

After composing your email, take a moment to proofread it or have a colleague review it to catch any mistakes you might have missed.

6. Being Too Formal or Too Casual

While professionalism is key, you don’t want to come across as too formal. The tone of your email should reflect your relationship with the recipient and the nature of your interaction. Avoid overly formal language that might seem distant or overly casual language that might seem unprofessional.

Remember, even if the sales meeting had a casual vibe, your follow-up should maintain a professional tone.

7. Failing to Personalize

A generic thank you email can feel impersonal and may not make a lasting impression. Reference specific topics from your meeting to show genuine interest and engagement. In fact, emails with 50% personalized content tend to have higher response rates.

8. Delayed Response

Professionals can have over 200 emails in their inbox at any given time, making it easy for them to overlook or forget about your message if it’s not timely​. A prompt thank you email, sent within 24 hours of the meeting, demonstrates your commitment, keeps your prospects engaged, and lowers the possibility that you get no response.

Examples of Great Thank You Emails

Ready to send out your thank you emails? Below are five templates inspired by the effective practices we discussed above! These templates are designed to be personalized and adjusted to fit your specific context and needs. You can check out our other article on 16 sales follow up templates for more inspiration outside of just meeting thank you notes.

Template 1: General Thank You Email

Subject: Thank You [Name] for a Great Meeting!

Dear [Name],

I want to express my sincere gratitude for meeting with me on [Date]. It was a pleasure learning more about [Company Name] and discussing how [Your Product/Service] can support your goals, especially regarding [Specific Discussion Point].

Looking forward to the opportunity to work together and contribute to your success. Let’s touch base soon to discuss the next steps.

Best Regards,

[Your Name]

Template 2: Follow-up with Specifics from the Meeting

Subject: Reflecting on Our Meeting About [Meeting Topic]

Hi [Name],

Thank you for the insightful discussion on [Date]. Your perspectives on [Specific Topic] were enlightening and aligned well with our solutions. As discussed, I’ve attached further information on [Product/Service] for your consideration.

Please let me know a convenient time for our next discussion. I’m keen to continue exploring how we can collaborate effectively.

Warmest regards,

[Your Name]

Template 3: Addressing Unanswered Questions

Subject: Answers to Your Questions from Our Recent Meeting

Dear [Name],

Thank you for the engaging conversation on [Date]. I’ve been working on the questions you raised and compiled detailed answers in the attachment for your review.

I believe these insights will clarify how [Product/Service] addresses your needs. I’m available for a follow-up call to discuss any further questions.


[Your Name]

Template 4: Sending Additional Materials

Subject: Additional Resources as Discussed

Hi [Name],

Thank you once again for your time on [Date]. As promised, I’ve included [Additional Material/Link] that offers a detailed view into how [Product/Service] can benefit [Company Name].

I look forward to your thoughts and the opportunity to discuss how we can tailor our solutions to fit your needs perfectly.


[Your Name]

Template 5: Confirming Next Steps

Subject: Next Steps Following Our Productive Meeting

Dear [Name],

I’m grateful for the opportunity to discuss [Specific Topic] with you on [Date]. Based on our conversation, I’ve outlined the next steps we agreed on to move forward. [Briefly outline next steps].

Please confirm if this suits you, or let me know if any adjustments are needed. I’m excited about the prospect of working together and am here to support you every step of the way.

Best wishes,

[Your Name]

Remember: the key to an effective thank you email includes expressing gratitude for the meeting, summarizing key points, addressing any follow-up actions, and maintaining a professional yet friendly tone. 

Always personalize your email to reflect the specific details of your meeting and the unique relationship with your contact​​​.

Sealing the Deal with a Thank You

Each thank you email is an opportunity to remind your client or potential partner of your shared goals and the value you bring to the table. Though seemingly simple, this small gesture plays an important role in building and maintaining professional relationships.

Expressing gratitude sets the stage for ongoing communication. It’s a chance to summarize the meeting’s key points, reiterate your understanding of the client’s needs, and suggest the next steps. 

Remember, the goal is not just to say “thank you” but to leave a lasting impression that aligns with your brand’s values and business objectives.


About The Author

Mike Yon

Mike is the Co-Owner of Growth List.

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