How To Send a Meeting Recap (With

Template and Example)

By Indeed Editorial Team
Updated May 27, 2022 | Published February 26, 2020

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and
subject matter experts equipped with Indeed's data and insights to deliver useful tips to help
guide your career journey.

After a meeting, it's important to remind employees of what was discussed so they can
remember significant action items or announcements. Sending a meeting recap can summarize
discussions and important details for attendees or those employees who were unable to attend.

In this article, we discuss what a meeting recap is, how to send one and what it should include.
We also provide an example and template to help you write your own.
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What is a meeting recap?

A meeting recap is a message, often in email format, sent to employees or clients after a
meeting. It gives a basic overview of the meeting and reminds recipients of what action items
need to be completed, deadlines for assigned projects and any other important information that
was covered.

Meeting recaps are often sent to help attendees remember important details and are available
for them to reference later on. Recaps can also benefit any employees or clients who were
unable to attend the meeting and need updates on important details that were missed.
Related: Writing a Follow-Up Email: Tips, Template and Example

How to send a meeting recap

A meeting recap should be correctly typed in an email and sent to the correct audience. Follow
these steps to learn how to properly send a meeting recap to employees or clients.

1. Take notes during the meeting

As you attend the meeting, try to take notes of only important events happening in the meeting.
These can be instances like tasks assigned to specific employees or clients, any measures that
were passed or announcements that were made. If important changes were implemented that
may affect the department or company, be sure to list them in the meeting notes for employees
to reference and note.

2. Decide who should receive the email

Once the meeting has adjourned, you should immediately begin typing up your notes so you
can remember all the important details discussed. When deciding who should receive a recap,
you should address it to all meeting attendees and other employees or clients who were invited
but unable to attend. If you are unfamiliar with all the people attending the meeting, it's often
helpful to pass around an attendance sheet to gather email addresses from attendees.

If an attendance sheet wasn't distributed, you can contact the person who sent the meeting
invitation or ask your supervisor who should receive a meeting recap. This helps ensure you're
sending it to all recipients who would benefit from the information in the meeting.

3. Thank everyone for their time

When you write the recap, thank the attendees for taking the time to attend the meeting. If
anyone provided presentations or reports, you should also thank them for presenting this
information. You can express your excitement for the action items that were discussed and any
accomplished goals. This helps your email start on a positive note and sets an enthusiastic tone
for your message.

4. List what was discussed in the meeting

The first few sentences of the email's body should highlight important discussions covered in the
meeting. This can include discussions that established a goal, plan for the future or motions that
were passed. Try to only include brief overviews of discussions and information relevant to the
meeting and its attendees.

5. Highlight action items or next steps

The next part of your recap should include important action items that were established. This
often includes new projects or tasks assigned to employees or the next steps in a strategy or
plan. When you highlight these action items, be sure to include the deadlines given by
supervisors in the meeting.

You can list these action items with separate bullet points and highlight the name of the person
assigned to the task. It may also be beneficial to highlight the due date for the employee to
easily locate and reference.

6. Attach supporting documents

If there were any documents that attendees gave you or supervisors instructed you to include,
you can attach them to your email. It can be beneficial for employees to receive project
instructions or guidelines if they were assigned a complex project during the meeting. You can
also attach a separate document that lists the strategy or plan discussed in the meeting with the
established steps for employees to follow to complete the assignment.

7. Include a reminder of the next meeting date

At the end of the email, include the date of the next meeting. This helps employees remember
to add the date to their calendars when reading the email. If a date wasn't discussed in the
meeting, you can list the date as "to be determined" or request a meeting date from your
supervisor or meeting leader.

8. Proofread and send to recipients

Once you have written your email, you can add your signature. Proofread for any spelling,
grammatical or clarity issues. Make sure your email is brief and only includes relevant
information. Once you have proofread the document, you can send it to your supervisor or
meeting leader for approval. After receiving approval, you can send the document to the
necessary recipients.

Related: How To Write a Professional Email

Meeting recap template

Creating a strong meeting recap email requires brief sentences that provide meaning and
important details for the readers. You can use the template to create an effective meeting recap.

Email Subject: Meeting Recap [Current Date]

Hello everyone,

[Thank everyone for attending the meeting. Express excitement for all items discussed and
goals accomplished.]

[The first few sentences should cover what was discussed in the meeting. You can highlight any
items achieved, projects completed or important announcements that were made.] [If many
items were discussed that you'd like to cover, you can list them in bullet points below]:

● [First discussion topic and details]

● [Second discussion topic and details]
● [Third discussion topic and details]

[The next sentences should discuss action times to be completed and any plans or strategies
that were set in place. List action items, deadlines and people assigned in bullet points below:]

● [First action item, the person assigned to the task and due date]
● [Second action item, the person assigned to the task and due date]
● [Third action item, the person assigned to the task and due date]
[List the date of the next meeting]

Sincerely,

[Your Name]

Meeting recap example

You can use the example below as a guide to help write your meeting recap for employees or
clients.

Email Subject: Meeting Recap- Jan. 9, 2020

Hello everyone,

Thank you all for attending the meeting this afternoon. We covered many important items and
achieved several goals that were set during the previous meeting. Great job!

In today's meeting, we discussed the content strategy for our upcoming spring marketing
campaign. We reviewed what tasks were completed since the last meeting and listed additional
projects. Here are more details on these discussions:

● Skyler updated us on the progress of the editorial and social media calendar—they are
finished and ready for content.
● The team decided the content marketing strategy theme for the spring will be topics
related to flowers.
● Riley shared a presentation reporting on our winter campaign—the key takeaway was to
target younger audiences through social media platforms.

After our discussions, a strategy has been put in place. The following projects and deadlines
have been assigned:
 ● Jordan is to write three blog posts and supporting social media posts. Deadline:
February 20.
● Skyler will edit these posts. Deadline: March 3.
● Riley will publish these posts to their respective outlets. Deadline: March 30.

Our next meeting will be on March 5, which will include updates on each project assigned in the
meeting today.

Please contact me if you have any questions.

Sincerely,

Taylor Richards
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Meeting recap FAQs

To learn more about meeting recaps, review the FAQs below:

What is the difference between a meeting recap and meeting minutes?

Some more formal meetings will require an employee to write meeting minutes either verbatim
or sum up the details discussed in a meeting. Though they both provide overviews of a meeting,
minutes will be listed in a more formal document that is often attached to an email, rather than
written in the body of the email. Meeting minutes also provide more detail on specific items
discussed and may even detail certain conversations in a meeting, if requested by leadership.
Related: 8 Best Practices for Business Email Etiquette

Should I send a recap after sales calls?

If you're holding a virtual meeting over the phone to discuss sales-related information with
clients or prospects, you can send them a recap email summarizing your conversation and any
next steps. This can help you remind clients or prospects of what was discussed. You can also
CC your manager on the email to inform them of your conversation with the client or prospect.

Your meeting recap email can briefly explain the input you received on your call with the client.
You can then share resources you may have available to help them overcome any challenges
they may have mentioned in the meeting. At the end of the email, you can ask if they would like
to see a demo of your product or schedule a call to follow up with a sale.

Who typically sends recap emails?

For a recap after an internal meeting, an executive assistant or manager can write and send the
recap email. For a meeting with clients, the account manager or the client's direct contact
usually sends the recap email to clients. If you are sending it to clients, be sure to remind them
to contact you for any questions about the meeting and include your contact information in the
email.