Closing Meetings and Following Up

The Hook: The Meeting After the Meeting

The meeting ends. Everyone says goodbye.
One week later... nothing has happened.

Sound familiar?

Many meetings feel productive. People discuss ideas, make decisions, agree on plans. But then? Nothing. No action. No follow-up. The meeting was a waste of time.

63%

of meetings end without clear action points. One week later, nobody remembers who agreed to do what.

Source: MIT Sloan Management Review, 2023

Why Meetings Fail

It's usually not the discussion that fails - it's the ending. Three common problems:

No summary - People leave with different ideas about what was decided
No action points - "We should do X" but WHO will do it? WHEN?
No follow-up - A week passes. Nobody checks if things happened.

2x

Meetings with a written follow-up email are twice as likely to result in completed actions.

Source: Harvard Business Review, 2022

Elena's Story - Marketing Manager, Prague

Elena had a great meeting with a potential client. They discussed the project, agreed on the price, talked about timing. At the end, Elena said "OK, great to meet you. Let's talk soon." The client said "Yes, definitely."

Three weeks later, Elena discovered the client had signed with a competitor. Why? The competitor sent a follow-up email that same day with a clear summary and next steps. Elena sent nothing.

Elena learned: "The meeting isn't over when the call ends. It's over when you send the follow-up."

Thomas's Story - Operations Director, Munich

Thomas always ends his meetings the same way: "OK, let me just summarize what we agreed..." Then he lists the action points: who will do what, and by when. After the meeting, he sends a short email with the same information.

His colleagues say: "Meetings with Thomas always get results. With other people, we discuss and discuss but nothing happens. Thomas makes sure things actually get done."

Thomas's secret: "It takes 5 minutes to summarize and send an email. But it makes the difference between a useful meeting and a wasted hour."

The Professional Close

Good meeting closers do three things:

Summarize - "So, to summarize what we agreed..."
Confirm actions - "You'll do X, I'll do Y, by Friday"
Follow up in writing - Email within 24 hours

In this lesson, you'll learn 5 phrases for closing meetings and following up professionally.

Phrases A: Closing the Meeting

Click each card to learn the phrase, then practice with "Now You Try."

1 "So, to summarize..."

Click to learn more

When to use it

At the end of a meeting, to check everyone agrees on what was discussed and decided. This prevents confusion later.

How to say it

So, to SUMMARIZE...

"So" signals you're moving to close the meeting. Then list the key points.

Variations

"So, just to summarize what we agreed..."

"Let me just summarize the main points..."

"OK, so to summarize our discussion..."

Example

"So, to summarize: we'll launch the new product in March, the budget is 50,000 euros, and Maria will lead the project."

NOW YOU TRY

Situation: You had a meeting about opening a new office. You discussed: location (Berlin), timeline (September), and budget (200,000 euros). Summarize these points.

Start with:

So, to summarize... Let me just summarize...

Then list the points:

...the location will be Berlin... ...we're planning to open in September... ...the budget is 200,000 euros.

2 "So the next steps are..."

Click to learn more

When to use it

After summarizing, to clearly state what needs to happen next. This is where you assign actions to specific people with deadlines.

How to say it

So the NEXT STEPS are...

Always include WHO will do WHAT by WHEN.

Structure

"[Person] will [action] by [deadline]"

"I'll send you... by Friday"

"You'll check with... and let me know by..."

Example

"So the next steps are: I'll send you the contract by Wednesday, you'll review it with your team, and we'll meet again next Monday to finalize."

NOW YOU TRY

Situation: After a sales meeting, you need to: send a price list (you, by tomorrow), check stock levels (your colleague Jan, by Friday), and schedule another call (both, next week). State the next steps.

Start with:

So the next steps are...

Then assign actions:

I'll send you the price list by tomorrow... Jan will check stock levels by Friday... ...and we'll schedule another call for next week.

3 "I'll send you an email to confirm."

Click to learn more

When to use it

To promise a written follow-up. This shows you're professional and organized. It also creates a record of what was agreed.

How to say it

I'll send you an email to CONFIRM.

Say this at the end, before goodbye. Then actually do it!

Variations

"I'll send you a quick email with the main points."

"I'll email you a summary after this call."

"I'll put this in writing and send it to you today."

Example

"Great meeting. I'll send you an email to confirm the prices and delivery dates we discussed. You should have it by end of day."

NOW YOU TRY

Situation: You just finished a meeting with a new supplier. You discussed prices, minimum orders, and delivery times. Promise to send a written summary.

Choose one:

I'll send you an email to confirm. I'll send you a quick email with the main points. I'll put this in writing and send it today.

Optional - be specific:

...with the prices and delivery details. ...so we both have a record.

Phrases B: The Follow-Up Email

These phrases help you write professional follow-up emails.

4 "Thank you for your time today."

Click to learn more

When to use it

At the start of a follow-up email. It's polite and professional. It also reminds the reader which meeting you're referring to.

How to write it

Thank you for your time today.

If the meeting was yesterday or earlier, change "today" to the specific day or "on Monday" etc.

Variations

"Thank you for meeting with me today."

"Thank you for taking the time to discuss..."

"It was great to speak with you earlier."

Example email opening

Subject: Follow-up: Our meeting today

Hi Maria,

Thank you for your time today. It was great to discuss the project with you.

NOW YOU TRY

Situation: You had a video call this morning with a potential client named Peter. Start your follow-up email.

Start with a greeting + thanks:

Hi Peter,

Thank you for your time today. Thank you for meeting with me this morning. It was great to speak with you earlier.

5 "As discussed, ... / As agreed, ..."

Click to learn more

When to use it

In follow-up emails, to refer to what you talked about or decided in the meeting. This creates a clear record and reminds everyone of the agreements.

How to write it

As discussed, ... (for things you talked about)

As agreed, ... (for decisions made)

Examples

"As discussed, I'm attaching the price list for your review."

"As agreed, we'll start the project on March 1st."

"As discussed, the next step is for you to send me the specifications."

Example email

Subject: Follow-up: Partnership discussion

Hi Thomas,

Thank you for your time today.

As discussed, here are the main points:
- We'll start with a 3-month trial
- The initial order will be 500 units
- Delivery will be within 10 working days

As agreed, I'll send you the contract by Friday.

Please let me know if I've missed anything.

Best regards,
[Your name]

NOW YOU TRY

Situation: In your meeting, you discussed: a discount of 10% for first orders, delivery within 2 weeks, and payment terms of 30 days. Write the "As discussed" part of your email.

Start with:

As discussed, here are the main points:

Then list the points:

- 10% discount for first orders - Delivery within 2 weeks - Payment terms: 30 days

Quick Summary: All 5 Phrases

"So, to summarize..."

Review key points

"So the next steps are..."

Assign actions

"I'll send you an email to confirm."

Promise follow-up

"Thank you for your time today."

Email opening

"As discussed..." / "As agreed..."

Reference the meeting

Your Turn: Discussion Practice

Choose 2-3 cards. Practice closing meetings and planning follow-ups!

1

The Sales Meeting Close

You just finished a meeting with a new client. You discussed: your products, a 15% discount, and delivery times. Close the meeting properly: summarize, state next steps, and promise a follow-up email.

Try: "So, to summarize..." + "The next steps are..." + "I'll send you an email..."

2

The Project Update

You had a project meeting with your team. You discussed problems with the timeline and decided to hire two more people. Close the meeting and assign who will do what.

Try: "So, to summarize what we agreed..." + "So the next steps are..." (who, what, when)

3

The Partner Meeting

You met a potential business partner. You discussed working together on a new market. You both need to check some things before deciding. Close the meeting and agree on when to talk again.

Try: "So, to summarize..." + "The next steps are..." + "I'll send you an email to confirm."

4

Write the Email

Based on Discussion Card 1, 2, or 3 above, now write the follow-up email. Include: thank you, summary of what was discussed, and clear next steps.

Try: "Thank you for your time..." + "As discussed..." + "As agreed..."

5

The Bad Follow-Up

Your colleague shows you this email they want to send: "Hi, nice meeting. Let's talk soon. Bye." What's wrong with it? How would you improve it?

Discuss: What's missing? What should a good follow-up include?

6

Your Real Meeting

Think about your most recent business meeting. How did it end? Was there a clear summary? Were next steps assigned? Was there a follow-up email? What could have been better?

Reflect on your real experience and how to improve!

Deep Dive: Extended Speaking Challenge

Choose ONE challenge and speak for the full time. Use the timer!

3:00

Challenge A: The Full Meeting Close

You just had a meeting with an important client about a new contract. The teacher will tell you what was discussed. Your job: close the meeting professionally (summarize, next steps, promise follow-up), then verbally "write" the follow-up email.

Goal: Use all 5 phrases from today's lesson in the correct order.

Challenge B: Training New Staff

A new colleague asks: "How should I end meetings and follow up properly? I always forget what was agreed." Explain the full process to them: what to say at the end of meetings, how to write follow-up emails, and why this matters.

Goal: Teach all 5 phrases with explanations and examples.

Challenge C: Course Review - All 6 Lessons

You've completed this course! Review what you learned: small talk, giving opinions, handling questions, solving problems, and closing meetings. Which phrases were most useful? Which will you use most often? Give examples.

Goal: Review the whole course and reflect on your progress.

Challenge D: Meeting Culture Comparison

In different countries, meetings end differently. Some cultures prefer quick endings, others expect long goodbyes. Some always send follow-up emails, others don't. How do meetings typically end in your country? How is this different from UK/US business culture?

Goal: Compare cultural differences in meeting styles.

Wrap-Up: Today's Key Phrases

The meeting isn't over when the call ends.
It's over when you send the follow-up.

Your 5 New Phrases

"So, to summarize..."

Review key points

"So the next steps are..."

Who, What, When

"I'll send you an email to confirm."

Promise written follow-up

"Thank you for your time today."

Start your email

"As discussed..." / "As agreed..."

Reference the meeting

Remember Elena and Thomas?

Elena had a great meeting but no follow-up - she lost the client.

Thomas always summarizes, confirms actions, and sends follow-up emails - his meetings get results.

The difference? 5 minutes of professional closing.

Congratulations! Course Complete!

You've finished all 6 lessons of Business Meetings: The Essentials

You now have 30 professional phrases for:

Small Talk Giving Opinions Handling Questions Problem Solving Closing Meetings

Final Homework

In your next real meeting:

At the end, say: "So, to summarize..." and list the key points
Clearly state: "The next steps are..." with WHO, WHAT, WHEN
Send a follow-up email within 24 hours using "As discussed..."