So you missed the meeting this morning, huh? No sweat, these things happen. But your absence was definitely noticed, and people were wondering where you were. Don’t worry; I’ve got you covered. I took good notes and can fill you in on everything you missed. You’re lucky you’ve got such an attentive colleague who cares about keeping you in the loop!
Kidding aside, I know meetings can slip through the cracks sometimes. Life moves fast, and it’s easy to double-book or forget to block out that time. The important thing is we figure out a game plan to get you up to speed and make sure nothing falls between the cracks going forward. Take a deep breath – this email has you covered with a quick recap of the key highlights and any important takeaways or next steps. By the time you finish reading, you’ll be just as in the know as if you’d been there. Let’s dive in to this exclusive guide!
Subject Line: Meeting Follow-Up
Hey [Name], I wanted to send you a quick email to recap what we discussed at the meeting today since you weren’t able to join us. I know how busy things have been lately, so please don’t worry about missing it.
First on the agenda, we reviewed the proposals for the new social media campaigns. The marketing team is recommending we move forward with the Instagram giveaway and YouTube product demo ideas. They think these digital promotions are a good idea and will help increase brand awareness and drive more traffic to our site. Do you have any feedback or concerns with this approach before I give them the go-ahead to start planning?
Next, we talked about revising our customer service protocols to improve response times. Some suggestions included bringing on a few part-time customer service reps to help during peak hours, using chatbots for common FAQs, and streamlining the process for escalating urgent issues. I’d appreciate your input on how we can enhance the customer experience.
Finally, we’re considering revamping our monthly newsletters to make them more engaging. The team proposed including behind-the-scenes photos, employee spotlights, upcoming event previews, and links to recent blog posts. Please let me know your thoughts on these potential changes and any other recommendations you may have.
I hope this helps get you up to speed on what was covered. Feel free to reply with any questions, comments, or concerns. We can also hop on a quick phone call if you want to discuss anything in more detail. Talk to you soon!
All the best,
[Your Name]
Opening Greeting
Hey [Name],
Hope this email finds you well! I wanted to check in about the meeting we had scheduled for this morning that you weren’t able to attend. No worries at all. I just wanted to provide an update and see if we can find another time to connect.
Meeting Recap
The team discussed the upcoming product launch and timeline. We’re still on track for the September 15th target date. A few action items came out of the discussion to keep things moving:
- Finalize messaging and email templates by next Friday. I volunteered to take the lead on drafting content for the welcome email and first newsletter. If you want to review and provide feedback, just let me know.
- Double-check that all tracking links and UTM parameters are functioning properly in the next week or so. We want to make sure we have good data and analytics from the start.
- Review the list of influencers and media contacts one more time. See if there are any other people we want to do pre-launch outreach to. We’re aiming for at least 2-3 quality pre-launch mentions to build buzz.
Next Steps
Do any of these action items seem like something you want to be involved in or provide input on? Just let me know how I can fill you in or get you up to speed on anything else related to the launch. I’m happy to find another 30 minutes or so on both of our calendars to connect live if needed.
Talk to you soon,
[Your Name]
Expression of Disappointment
I must admit I was disappointed when I learned you couldn’t make it to the team meeting this week. Your input and participation are valuable to our success, and you were missed.
When key members of the group are absent, it impacts our ability to make progress as a whole. We rely on each other’s voices and contributions to come to the best solutions and decisions. The perspectives you provide, based on your experiences and expertise, are an essential part of that process.
I understand that sometimes unavoidable conflicts come up, or life events get in the way of our best-laid plans. We’ve all had times where we’ve had to miss something important for various reasons.
Please know that I’m not trying to make you feel guilty in any way. My intention here is to express how your lack of presence was felt in hopes that in the future, if at all possible, you’ll make attending team meetings a priority.
Going forward, I wanted to check in to see if there are any barriers we need to address that make it difficult for you to participate or if there are any ways we can provide more flexibility or options to enable you to be there when you’re able. Your voice matters to the success of this team, so if there’s any way we can better support your full involvement, I hope you’ll let me know.
We have another meeting coming up next week where we’ll be making some key decisions about the project timeline and next steps. I sincerely hope you’ll be able to join us for the next meeting. Your input could be pivotal in shaping how we move forward from here.
Please let me know if there’s anything I or the team can do to ensure we have your partnership and participation going ahead. We need you at the table!
Recap Key Points of Missed Meeting
I wanted to send you a quick recap of the key takeaways discussed in today’s meeting since you weren’t able to attend. We covered a lot of ground, so I’ve summarized the main topics below:
Project Timeline Review
We reviewed the timeline for the new website launch, and all deliverables are still on track. The content drafts are due to the writers by next Wednesday, March 10th. They will have the first round of edits back to us within five business days. The designers will start building out the wireframes once the content has been approved.
Design Concepts
The designers shared a few initial homepage concepts. We decided to move forward with Option 2, which features a simple, clean layout with large images and minimal text. Please review the attached PDF to see the selected design. Let me know if you have any feedback or want to see the other options.
Next Steps
Over the next two weeks, our focus needs to be on:
- Finalizing the content for all 20 web pages
- Providing feedback and approving two rounds of edits from the writers
- Reviewing and approving the first draft of wireframes from the designers
- Updating the project plan and timeline
- Scheduling a follow-up meeting to review deliverables before build-out begins
Please let me know if you have any other questions or need clarification on anything discussed during the meeting. I’m happy to provide any additional details or fill in any gaps. We’re in a good place with this project and hitting key milestones, so keep up the great work!
Talk to you soon,
[Your Name]
Request for Explanation of Absence
Hi [Name],
I wanted to check in with you regarding the weekly team meeting you missed on Tuesday. Your absence was noticeable, and I wanted to ensure everything was okay.
Request for Explanation of Absence
As a valued member of the team, your participation and input in these meetings are important. When team members are missing, it impacts our ability to get through everything on the agenda and make informed decisions. The whole purpose of the meeting is lost. I understand that issues come up or schedules change unexpectedly, so I wanted to reach out and give you the opportunity to provide any details or context on why you weren’t able to attend. Please let me know if there’s any way I can support you or if we need to adjust anything to enable full participation next time.
We covered several key discussion points and updates in the meeting that I wanted to recap for you here:
- We reviewed the draft creative brief for the Acme Corp. campaign. The team had some feedback on the positioning and tagline options that we wanted to get your input on as well. I’ve attached the latest version of the brief for your review. Please provide any comments or suggestions you have. You can get in touch with me if you need any additional information.
- The timeline for the Bluebird Project has been accelerated. Leadership asked us to deliver a first draft of the messaging and content outline earlier than expected. We’ve reworked the schedule to meet the new deadlines. I’ll email you the full schedule for your reference. We’ll need all hands on deck over the coming weeks to keep this on track.
- A few new potential customers have come in that we’ll be scoping out. I’ll schedule a separate meeting to walk through the details of each one and determine resource allocation. We want to make sure we continue to balance our workload effectively.
Please let me know your availability to meet briefly and catch up on everything in the next day or two. I appreciate your partnership and value your role on the team. Talk to you soon!
Best Regards,
[Your Name]
Offer to Fill in on Details
I regret that you missed the team meeting this morning. I wanted to provide an overview of what was discussed and any important takeaways or action items for you.
Agenda items covered:
- Q1 Financial Update: We exceeded our sales targets for the quarter by 12% and are on track to meet yearly projections. Revenue from the new product line launch has surpassed expectations.
- Marketing Campaign Update: The social media campaign for the new product launch generated over 1 million impressions and 5,000 click-throughs to the product page. Engagement and feedback have been very positive. We will continue the campaign for another 2 weeks to keep the momentum going.
- Team Rewards: To show appreciation for everyone’s hard work and dedication, the company will be providing an additional five paid days off for each employee to use at their discretion. These can be taken anytime over the next six months.
- New Client Onboarding: We received signed contracts from 2 major new clients, Company X and Company Y. Onboarding will begin next week, with a kickoff call scheduled for Thursday at 10 am to review objectives, key contacts, and next steps. Your involvement and support will be critical to ensuring a smooth transition for the new clients.
Please let me know if you have any other questions or need clarification on anything in the meeting notes. I’m happy to provide any additional details or fill in any gaps. We have a few initiatives ramping up over the next month, so it’s important we are all on the same page.
Don’t hesitate to reach out if there’s anything I can assist with or bring you up to speed on. I hope the rest of your day goes well!
Regards,
[Your Name]
Ask to Reschedule Meeting
I apologize for missing our meeting earlier today. Unfortunately, I had a last-minute conflict come up that I couldn’t avoid. I wanted to send you a quick email to express my regret for missing our meeting, ask if we can reschedule, and provide a brief update on my end.
- I sincerely apologize for the short notice and any inconvenience this may have caused you or the rest of the team. My schedule unexpectedly changed at the last minute, and I unfortunately had to attend to something urgent.
- Would you be open to rescheduling our meeting for later this week or early next week? I want to make sure we have an opportunity to connect, go over the key topics we had planned to discuss and stay on the same page regarding any next steps or follow-ups needed. Please let me know some days/times that could work with your schedule, and I can coordinate to find a time that works for everyone.
- On my end, I have made some progress on the items we discussed in our meeting last week. To quickly summarize:
- I have connected with the key stakeholders we identified and have draft agreements in place. I just need to finalize the details and get signatures.
- The proposals we wanted to review today are nearly complete. I should have the final versions ready to share by early next week for your input and approval.
- I am still waiting to hear back from a few vendors on open bids but expect additional details this week. I will provide updates as soon as I have more information to share.
Please let me know your thoughts on rescheduling our meeting and if there are any other updates or concerns I should be aware of regarding our key priorities and next steps. I appreciate your understanding and look forward to speaking with you again soon.
Regards,
[Your Name]
Close With Appreciation
To close your email, express your appreciation for the recipient and their understanding. For example:
Thank you for your understanding.
I appreciate your flexibility in rescheduling our meeting. Your time and input are valuable, and I look forward to connecting with you on next week when we’re both available.
Have a great rest of the day!
All the best,
[Your Name]
Make it clear you value them and their time. Saying something like:
- “Thank you for being so accommodating.”
- “I appreciate your patience and understanding.”
Let them know you recognize their effort. Keep the tone positive and friendly to maintain goodwill.
Reiterate your desire to meet and discuss the issues, for example:
- “I’m eager to meet with you to go over the proposal and get your feedback.”
- “Please let me know when you have some time on your calendar to reschedule.”
Expressing your desire to connect and collaborate reassures them they are an important part of the process. Close on an upbeat note, for instance:
- “Have a great day!”
- “All the best,”
- “Talk to you soon,”
Ending positively and keeping the lines of communication open maintains a good working relationship. The overall tone should be appreciative yet casual, thanking them but also conveying you look forward to reconnecting. With a friendly and understanding email, you can get the meeting back on track and strengthen your working dynamic.
The goal is to be:
- Appreciative without being overly effusive
- Casual yet professional
- Positive and solution-focused
Striking this balance will have the recipient feel valued and reassured that your working relationship is a priority. The email template closes on an optimistic note, opening the door for a quick reschedule of your important meeting.
Email Template FAQs: Common Questions on Following Up After Missed Meetings
When someone misses a meeting, it’s important to follow up to keep them in the loop. Here are some of the common questions people have about emailing attendees after a missed meeting:
What should I include in the email?
In your email follow-up, provide a quick recap of the key discussion points and decisions from the meeting. You’ll want to include:
- An overview of the topics covered
- Any important conclusions or next steps agreed upon
- Relevant deadlines or dates to be aware of
- Attachments or resources that were shared, if applicable
Keep things concise while giving the necessary details. Let the person know you’re available if they have any other questions.
How soon should I send the email?
It’s best to send the follow-up email as soon as possible after the meeting ends. Don’t wait more than 24 hours. The sooner you email, the fresher the information will be in your mind and the more helpful you can be. Plus, the person will appreciate getting caught up quickly in case there are any time-sensitive matters to address.
Should I offer to meet with them separately?
If the topics discussed were complex or important decisions were made, it may be helpful to offer a separate meeting to go over things in more depth. Say something like, “Please let me know if you’d like to meet to discuss anything from the meeting in more detail. We can even do a Zoom meeting if you have a busy schedule today.” Make it clear you’re willing to provide any clarification or context they need.
What if I don’t have all the details from the meeting?
Don’t worry if you can’t capture everything in your follow-up email. Do your best to include the key highlights and most relevant information. Let the person know that you may have missed some details and to check with other attendees or the meeting organizer if they need more specifics. Your email should still aim to provide an overview and get them up to speed as much as possible.
Following up with a quick, informative email after someone misses a meeting is a courteous thing to do. By addressing their common questions and concerns, you’ll help ensure they have the context they need to stay engaged going forward. Please let me know if you have any other questions!
Conclusion
You’ve now got a template to reach out to someone who missed that important meeting. Keep your email friendly and casual, and focus on key updates without rehashing every little detail. Let them know you understand life happens and meetings get missed, then fill them in on the next steps and any important actions that need to be taken. Most of all, express your desire to get them up to speed and work together going forward. A quick, thoughtful email can go a long way in patching up any confusion or hurt feelings over a missed meeting. Reach out, bring them into the loop, and then move forward together from there.