Kerr University™The Art of the Graceful Follow-Up
How to remind people about your meeting without making them avoid your emails.
Following up after a meeting is not aggressive or annoying when done right. The key is timing, tone, and showing you've actually listened to what was discussed.
Why People Avoid Following Up
Most professionals hesitate to follow up because they fear being labeled 'pushy' or 'desperate'. The truth? People forget. They get busy. A thoughtful follow-up actually builds trust and shows professionalism. The problem isn't following up; it's HOW you follow up. A good follow-up adds value, references specific points from your conversation, and respects their time.
The 24-48 Hour Window
Send your first follow-up within one or two business days while the conversation is still fresh. This timing feels natural and shows you're organized without being obsessive. Make it brief, personalized, and action-oriented. Reference something specific they said to prove you were actually listening. Include next steps or a clear ask, but make it easy for them to respond or decline.
Know When to Back Off
If someone doesn't respond after two follow-ups over two weeks, it's time to accept the answer is 'no' or 'not now'. Continuing to push damages your reputation and wastes your energy. Instead, leave the door open: 'I'll check back in three months' or 'Feel free to reach out when your timeline changes'. This approach keeps the relationship alive without being obnoxious.
Phrases to use this month
- I enjoyed our conversation about [specific topic] and wanted to follow up on the three points we discussed. When you're establishing credibility by showing you paid close attention.
- I'm happy to provide [specific deliverable] by [date] if that's still helpful for your team. When offering next steps without making assumptions about their interest level.
- I know you're busy, so I'll keep this brief. Here's what I'm thinking for next steps. When you want to respect their time while moving the conversation forward.
- Feel free to reach out if you'd like to explore this further. Otherwise, I hope our conversation was useful. When you need to gracefully close a conversation without being pushy.
- Based on what you shared, I thought you might find this article relevant. Happy to discuss when you have a moment. When adding genuine value and keeping yourself on their radar without demanding a response.
This month: This week, send one follow-up email after your next meeting. Make it specific by mentioning one exact detail they mentioned, include one clear next step, and keep it to under 100 words. Notice how much faster you get responses.
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From the blog
When Your Team Says No: Turning Resistance Into Alignment
— Digby R. Kerr™