You’ve just hung up the phone after a productive call with your prospect. But what are your next steps? Do you log the meeting notes in your CRM and move on to the next task for the day?
If that’s your go-to, post-call routine, you might be missing a valuable step: sending a recap email.
A recap email after a connect, discovery, or demo call keeps the conversation at the top of your prospect’s mind and reinforces next steps in three important ways:
- Emails crystallize the highlights of your meeting. Even the most engaged prospects occasionally forget details -- and distracted or impatient buyers will retain even less. The email reinforces key takeaways from the meeting and increases the likelihood the prospect will remember main points from the discussion.
- Sales email templates (like the ones below) give you the chance to confirm next steps. Referencing the specific date and time of your next meeting serves as a reminder for the prospect, motivates them to add the meeting to their calendar, and decreases the chances they’ll ghost (though we’ve got email templates for that too).
- Recap messages add value. As you dive deeper into your prospect’s situation, goals, and pain points, you’ll get a better sense of how you can help them. Every recap message is an opportunity to provide a tip or offer a relevant resource. Not only does this demonstrate the value you can provide, it solidifies your role as a trusted advisor.
5 Recap Email Templates to Use After Your Sales Call
1. Call recap
Connect calls are typically used to establish a relationship with the buyer. Most are relatively brief.
In your follow-up email, reiterate the main challenge or objective you identified and some relevant advice. Attach a useful piece of content if you have one.
To deepen the rapport you built on the call, mention a commonality or talking point.
Template:
Hi [prospect name],
Thanks for sharing some insight into your role at [prospect’s company] earlier today -- not to mention, speaking with me about [commonality or rapport-building point].
To recap, you’re currently [struggling with X challenge, trying to achieve Y goal]. I’ve suggested [strategy or quick tip]. The resources attached, which cover [topic], may also help.
Let me know if I can answer any questions about this content and/or my recommendations. I’m looking forward to speaking again on [date and time].
Best,
[Your name]
Example:
Hi Ross,
Thanks for sharing some insight into your role at Dental Excellence earlier today -- not to mention, giving me the opportunity to geek out about Marvel comics.
To recap, you’re currently struggling to compete with corporate practices. I’ve suggested a new marketing campaign focusing on the unique patient-dentist relationship you can provide. Here are two blog posts from our team that may help:
- 10 Ways to Make Your Clinic’s Waiting Room More Family-Friendly
- How to Improve the Patient Experience From Start to Finish
Let me know if I can answer any questions about this content and/or my recommendations. I’m looking forward to speaking again tomorrow at 10 a.m.
Best,
Phoebe
2. Touch base recap
You’re not always following up with a prospect after a lengthy call or pitch meeting. It’s equally important to send a follow-up email after a quick call to answer questions or see how they’re progressing in the process.
Don’t skimp on these emails. Offer just as much content and value as you would after a demo, and reinforce that you’re always happy to answer more questions.
Template:
Hi [prospect name],
I really enjoyed answering your questions this morning and taking a deeper dive into how we can help you overcome [challenges discussed in conversation].
Here’s [resource #1 and #2] that demonstrate how we can help you boost [business goal] and solve [business challenge].
Looking forward to our next meeting on [date and time]. In the meantime, let me know if you have any questions and I’d be more than happy to chat.
Best,
[Your name]
Example:
Hi Rachel,
I really enjoyed answering your questions this morning and taking a deeper dive into the challenges Geller Computers is having developing your sales team.
Here are the Top 20 Tips for Recruiting Stellar Sales Reps and Ultimate Guide to Sales Training that demonstrate how we can help you increase the efficiency of your sales team and boost revenue.
Looking forward to our next meeting on October 12th at 11:00 A.M.. In the meantime, let me know if you have any questions.
Best,
Ross
3. Meeting recap
Your post-discovery email should tell the buyer you’re on the same page so they feel confident moving forward. Summarize the most important things you learned from the conversation: Their high-level challenges, the tactical suggestions you provided, and the mutually agreed-upon next steps.
Template:
Hi [prospect name],
Thanks for a productive conversation today. We discussed the [obstacles you’re facing in X area, progress you’re hoping to make with Y initiative, changes you’re implementing to Z], specifically:
- [Point #1]
- [Point #2]
- [Point #3]
I’m linking to more information on those points and potential solutions.
As mentioned, the next step is X. I’ll [talk to you, look for your email, see you at our meeting] on [date and time].
Best,
[Your name]
Example:
Hi Joey,
Thanks for a productive conversation today. We discussed the challenges you’re having with your sales compensation plan, specifically:
- Strategic misalignment
- Inadequate rewards for your top salespeople
- Declining efficacy of contests and SPIFs
I’m linking to more information on those points and potential solutions.
Our next step is looping in your director of sales and walking her through the plan we’ve designed. I’ll see you at your office on January 10 at noon.
Best,
Rachel
4. Demo recap
At this point, the buyer should understand how your product will improve their life. Reemphasize this vision of a better future by quickly summarizing two to four features they’ll get the most value from.
If they need to get buy-in from another member of their team, consider attaching some resources that’ll strengthen their case.
Lastly, confirm any action items along with your next scheduled meeting.
Template:
Hi [prospect name],
Thanks for [taking a look under the hood with me, exploring a potential partnership] today. It seems like [product] is a good fit for [you/your team], especially in these areas:
- [Feature #1]: Will allow you to [accomplish X goal]
- [Feature #2]: Will help you [with Y challenge]
- [Feature #3]: Will mitigate [Z issue]
You mentioned you’ll need to run this by [other stakeholders’ names, decision maker’s name], so I’m attaching two resources: [Helpful product resource] and [helpful product resource].
The next step is [action item]. Please let me know if you have any questions. If not, I’ll talk to you on [date and time].
Best,
[Your name]
Example:
Hi Chandler,
Thanks for taking a look under the hood with me today. Our sustainability consulting service seems like a good fit for Hugh Apparel. Here are the main solutions we discussed:
- We’ll help you go carbon-neutral, which our research shows 87% of your customers care about
- We’ll put together a sustainability report highlighting areas of improvement in your environmental policies
- We’ll audit your waste to find areas of cost savings
You mentioned you’ll need to discuss this with your boss, so I’m attaching the following resources: A case study from Joe Threads, another company in the online men’s retail space, and some testimonials from current customers.
The next step is discussing a timeline for getting started. Please let me know if you have any questions. If not, I’ll talk to you on Wednesday at 4:15 p.m.
Best,
Monica
5. Objection handling recap
Sometimes, you have one of those calls where you can sense your prospect getting cold feet. Maybe they’re letting another colleague talk them out of your solution or perhaps they’re just having an off day. It’s your job to soothe their fears on the phone, and then follow up with an expertly crafted email immediately after.
Template:
Hi [prospect name],
Thank you for your time today and for expanding on [X goal and the Y challenges you’re facing] and the concerns you’re having about the feasibility of solving this problem.
Here are the top potential solutions we discussed:
- Potential solution #1
- Potential solution #2
I’m glad we agreed these could be beneficial solutions for [prospect’s company]. And here are the two ways we’re uniquely positioned to help you implement these solutions:
- Unique value proposition #1
- Unique value proposition #2
Let me know if you have any questions on the attached information. I look forward to [your email, talking to you, our meeting] on [date and time].
Best,
[Your name]
Example:
Hi Janice,
Thank you for your time today and for expanding on your goal to increase customer NPS, and the difficulties you’re having with improving customer service and experience. I also appreciate you sharing your concerns about Geller Industries’ ability to solve for those challenges.
Here are the top potential solutions we discussed:
- Create a knowledge base to provide customers with answers to frequently asked questions.
- Add a chat feature to your site so customer support specialists can provide quick service and solutions to your customers.
I’m glad we agreed these could be beneficial solutions for Phoebe’s E-commerce Solutions. And here are the ways Geller Industries is uniques positioned to help you implement these solutions:
- We have an existing knowledge base of over 5000 industry professionals, to help you better service your customers.
- We have the fastest and most intuitive chatbot in the market.
Let me know if you have any questions on the attached information. I look forward to meeting with you and the VP of Customer Success next Wednesday, October 3 at 1:00 P.M..
Best,
Chandler
A concise, well-written recap email helps the buyer keep track of the main points of your call. It also makes you look more organized, methodical, and in control, which can boost their confidence in you.
Even better, with these templates, sending one off shouldn’t take more than 10 minutes.
![23 Sales Email Templates With 60% or Higher Open Rates [+ Bonus Templates]](https://blog.hubspot.com/hubfs/sales-email-templates-2.jpg)
