Send it the same day, ideally within a few hours. Thank them for their time in one line, recap the two or three points that matter, list who owns each next step and by when, and confirm the next meeting or decision date. Anything longer belongs in an attachment.
| Situation | Timing |
|---|---|
| Thank-you / recap | Same day, while details are fresh |
| If no reply to the recap | 3–4 business days later |
| If a decision date passes | The next business day |
Hi [their first name], Thanks for making time on [day or date referred to]. A quick recap so we are on the same page: 1. [Key point or decision] 2. [Key point or decision] Next steps - [your name]: [action] by [date] - [their first name]: [action] by [date] Talk on [date] — shout if anything above looks off. [your name]
Hi [their first name], Thank you for the conversation about [topic / what it is about] — the point about [specific detail] has stuck with me. As promised, here is [resource/intro]. Happy to return the favour any time. [your name]
Hi [their first name], Floating this back up. The one thing I need from your side to keep [topic / what it is about] moving is [specific item]. If the timing has changed, just let me know and I will adjust. [your name]
Check how yours truncates on a phone with the subject line tester.
The same day if you can, and within 24 hours at the latest. A quick recap while everyone remembers the details is more useful than a polished one two days later.
A one-line thank you, a short recap of what was decided, the next steps with owners and dates, and any materials you promised.
Keep it to three or four sentences: thank them, mention one specific thing from the conversation, deliver anything you promised, and say what happens next.
Reply in the same thread after three or four business days and ask for the single thing you need to keep moving.