Free template

Meeting recap template for sales calls

Short answer

A sales meeting recap is a short message sent after a call that confirms what the buyer said, what you proposed, and the next steps with an owner and a date. Send it the same day. Use the buyer's words for their problem, keep it under 200 words, and end with one clear next step.

What goes in it

What we heard: Two or three problems, in the buyer's own words where you can. This is the part they forward.
What we proposed: How you would fix each one, in one line each. No feature lists.
Numbers from the call: Any volume, time or cost the buyer gave you. Only numbers they said.
Next steps: Who does what by when, on both sides.
One ask: The single next action, usually a booked call.

The template

Subject: Recap: [topic] and next steps

Hi [first name],

Thanks for the time today. What I heard:
- [Problem 1, in their words]
- [Problem 2]
- [Problem 3]

What we would do:
- [Fix 1]
- [Fix 2]
- [Fix 3]

Next steps:
- [Step], [owner], by [date]
- [Step], [owner], by [date]

Does [date and time] work for [next call]?

[Your first name]

An example

Made-up content, rendered by Deal Pages in our own brand. Yours uses your logo, colours and fonts.

Make yours from your call notes

Paste your notes and Deal Pages drafts this in your own brand. You edit every field, then send a link that tells you when it is opened. Free, no account.

Make a deal page

Tips

Send it the same day. A recap three days later reads as an afterthought.
Quote the buyer. "You said Monday goes on reconciling three versions of the truth" lands harder than a summary.
Put the next steps where they cannot be missed, with dates, not "soon".
If you also send a page, keep the email to three lines and the link.

What this is based on

In our study of 1,157 posts from sales teams, practitioners described this problem as "follow-up breaking" and "leads falling through the cracks". A shared, dated next step is the simplest guard against both.

What we don't know

The best length for every buyer. Under 200 words suits a first call; a technical buyer after a deep session may want more.
Whether a page or a plain email gets more replies for your buyers. Try both and look at which ones get answered.

Questions

How soon should you send a meeting recap?

The same day, ideally within an hour, while both of you remember the detail.

Should a recap include pricing?

Only if pricing came up and you agreed a number or a range. Otherwise it belongs in the scope you send next.

Who should a recap go to?

Everyone who was on the call, plus anyone the buyer said must see it. Ask on the call who that is.

More templates: mutual action plan, sales one-pager.