You just completed a meeting with a client and need to send them the minutes of the meeting. You don’t want to bore the client with long emails but you also want to make sure that you include the necessary information in your email.
We’ve got you covered as we’ve created some templates to help simplify things. You simply need to modify and then send them to the client.
Additionally, we’ve also included some tips to help you whenever you need to write an email to a client.
Tips For Writing Emails To Clients
Whether you’re writing an email to a potential or existing client, each correspondence needs to be compelling.
You need to have a clear strategy that goes beyond simply sending generic emails. Let’s take a look at certain things to keep in mind.
Email Frequency
Emails have a bad rep as we all receive and delete loads of spammy emails daily. Like you, clients also receive loads of emails daily, so you should watch the frequency with which you email them.
Keep in mind that not everything requires an email. You shouldn’t send them an email every single minute to update them on something. Only use emails for essential information like hiring, proposals, project completion, and other major milestones.
Use Simply Language
While you may understand all the complex terminologies in your industry, clients may not have the same level of knowledge.
So, it’s advisable to refrain from using such language in your communication with clients. Use simple terms that don’t require any additional research on their part.
Your job is to make your clients’ lives easier by simplifying complicated terminologies. Avoid jargon and other industry terminologies even if your client is technical.
Email Length
Keep your emails short to ensure that clients can read through and understand the content easily. We all use mobile devices and receive email notifications in real time.
Chances are, your client will be opening the email on their phones and would simply skip longer emails for later.
It’s recommended that you keep emails short and use an attachment for more detailed information such as a proposal or pricing breakdown.
Be Responsive
Don’t keep your clients (potential or existing) waiting for long. Always make sure you respond to clients as soon as possible.
In this information age where clients have easy access to your competitors, it’s advisable to always respond to clients within the shortest possible time to avoid losing them to your competitors.
Professional Tone
Maintain a professional tone in your email communication with clients. Irrespective of your personal relationship with the client, you should always maintain a professional tone.
Avoid the use of emojis, slang, and other casual forms of language. That said, being overly formal can also backfire on you.
Avoid “Dear Sir” which isn’t personal and overly formal. Using a client’s name makes the service more human in many ways as it shows that you care enough to remember their name.
It also shows the client that they are more than a number or goal and that you care enough to address them as an individual. You can use something like “Hi Chris” or “Chris”.
Proofread
Let’s face it, an email filled with grammatical errors doesn’t scream credible to anyone. And no one would want to do business with someone who can’t make the time to correct errors in a simple email.
It’s advisable to proofread your emails before you send them as spelling and grammar errors can make you appear unprofessional and avoid any damage to your credibility.
You can leverage tools like Grammarly to help you identify simple errors in your email. Keep in mind that this tool isn’t perfect, so it’s advisable to double-check any changes it may suggest.
Clear Reasons
Go straight to the point in your email. Your client would lose interest if your email is too long. Simply make sure that you simplify the email while also presenting relevant information.
Subject Line
While subject lines may not present every bit of information in your email, it helps clients determine the contents of an email.
Make sure your email includes a subject line that presents its general purpose to the client even before they open it.
The client may simply skip to other pressing emails if they don’t see a subject line or easily understand the intent of your subject line.
A typical example is:
Minutes of Meeting for {{Meeting Date}}
End Formally
If you need them to take a specific action, this is where you include it. You can try something like this:
Thank you for your time and attention.
Signature
Your email should include a formal signature. This may include your full name, company name, and job role.
Example:
Best regards,
{{Full Name}}
Sample Emails To Client On Minutes Of Meeting
Template 1: Minutes Of Meeting With Client
Email Subject
Minutes of Meeting for {{Meeting Date}}
Body
Hi {{Client’s First Name}},
I hope this finds you well. I wanted to follow up on our recent meeting held on {{Meeting Date}} and share the minutes of the meeting with you.
Please find attached the minutes of the meeting, which includes a summary of the topics discussed, action items identified, and any decisions made during the meeting. Please review the minutes and let me know if you have any questions or concerns.
Thank you for taking the time to attend the meeting, and I appreciate your input and feedback. If you need any further assistance or have any queries, please do not hesitate to contact me.
Best regards,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}Template 2: Minutes Of Meeting With Client
Email Subject
Minutes of Meeting – {{Project Name}}
Body
Hi {{Client’s First Name}},
I hope this finds you well. Thank you for taking the time to meet with us and discuss {{What you Discussed}}. As promised, I am sending you the minutes of the meeting for your review and records.
The minutes of the meeting contain a detailed summary of the topics discussed, action items identified, and any decisions made during the meeting. Please take the time to review them carefully and let me know if you have any questions or concerns.
Thank you for your continued support and collaboration on this project. I look forward to working with you.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}Template 3: Minutes Of Meeting With Client – Follow-Up
Email Subject
Follow-Up on Minutes of Meeting for {{Project Name}}
Body
Hi {{Client’s First Name}},
I hope this finds you well. I wanted to follow up on the minutes of the meeting that I sent you {{Date Sent}} for {{Project Name}}. I hope you had the chance to review them and found them satisfactory.
If you have any questions or concerns regarding the minutes, please let me know. It is important that we are all on the same page and moving forward with the project. I am available to address any questions or concerns you may have.
Thank you for your time and attention to this matter. Look forward to working with you.
Best regards,
{{Your Full Name}}
{{Job Role}}
{{Phone Number}}
{{Email Address}}
