templates
Meeting recap email template — what to send after a meeting, with three filled-in examples
A meeting doesn't end when the call does. It ends when everyone who was in it knows the same three things: what was decided, who is doing what next, and what is still open. The recap email is how that happens. Skip it and a week later two people remember the same meeting differently.
Atlassian's guide to meeting action items puts the timing plainly: "The longer you wait, the less accurate the recap becomes." Send it the same day.
The template
Copy this, fill in the brackets, delete anything that doesn't apply.
Subject: [Meeting name], [date]: decisions and next steps
Hi all, thanks for the time today. Here's where we landed.
Decided
- [The decision, in one sentence.] ([Who decided or agreed])
Next steps
- [Name]: [verb + what] by [day]
- [Name]: [verb + what] by [day]
Still open
- [The question nobody settled.] [Name] will bring an answer to [next meeting / date].
Notes and the recording: [link]
[Your name]
Three rules make it work:
- Decisions are things that were decided. Not things that were discussed. If nobody said "yes, let's do that," it goes under Still open. A decision log keeps the two apart over time.
- Every next step has one name on it. Atlassian's rule: "ownership should sit with a single individual," even when others help. "The team will look into it" means nobody will. More in the action items template.
- Open items carry forward. In the same guide's words, "Unresolved items should carry forward, not disappear." Put them at the top of the next agenda.
Example 1: a weekly team meeting
Subject: Product sync, Nov 7: decisions and next steps
Hi all, here's where we landed.
Decided
- We ship the new onboarding to 10% of sign-ups on Tuesday. (Maya)
Next steps
- Leo: finish the empty-state copy by Monday
- Priya: set up the 10% split and the dashboard to watch by Monday
Still open
- Do we keep the old tour for existing users? Maya will decide by Wednesday.
Example 2: a call with a client
With people outside your company, lead with what they asked for and what you owe them. Leave internal names off unless they'll be in touch.
Subject: Thanks for today: proposal by Friday
Hi Dana, thanks for walking us through the rollout plan.
What we heard
- You need the pilot live in two offices before the end of the quarter.
What we'll do
- We'll send a proposal for the two-office pilot by Friday.
- Sam will book a 30-minute call with your IT lead next week.
What we need from you
- The names of the two offices, so the proposal can be specific.
Example 3: for someone who wasn't there
When the reader missed the meeting, add one line of context at the top, so the decisions make sense on their own.
Subject: Pricing review, Nov 7: what you missed
Quick context: we met to decide whether to raise prices before the holidays.
Decided
- Prices stay where they are until January. (Ana)
Next steps
- Tom: draft the January announcement by Dec 1
Still open
- Annual discount: 20% or 25%? Back on the agenda next week.
Getting the recap written from the call
Writing this takes ten minutes if you took good notes and half an hour if you didn't. AI meeting tools will write one for you. The catch is checking it, because a summary can put a decision in someone's mouth that they never made. How to check an AI meeting summary before you send it covers what to look for.
In Meetful, the recap email is one press. After the call, open the meeting, go to Make, and choose Follow-up email. It's written from the transcript, and every line about the meeting carries the exact words it was built on. Those words are checked against the transcript, and any line whose words can't be found there is dropped instead of sent. Because each person's microphone is transcribed separately, the name next to a decision is the person who actually said it (why that matters). Then Open in email, read it once, and send.
It's free on every plan, and the call itself has no time limit. Start a meeting.
Read next
Sources
- Atlassian, Meeting action items (checked 7 November 2026)