Meeting recap email templates
A meeting recap is the record of what was agreed, and it only works if people read it. That means decisions first, then actions with an owner and a date each, then anything still open. This template gives you that structure, with the meeting date filled in for you, so the recap goes out within the hour instead of the next day.
;em-recap;em-recap in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
For internal syncs where a channel post is enough.
For external meetings, where the recap also confirms scope.
When to use it
- Straight after any meeting where decisions or actions were agreed.
- Client calls where a written record protects both sides.
- Cross-team meetings where some people couldn't attend.
What to avoid
- Don't write minutes. A recap is decisions and actions, not who said what.
- Don't leave actions without an owner or a date.
- Don't wait until tomorrow. Recaps sent within the hour get corrected while memories are fresh.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Weekday
{day} - Inserts today's day of the week, for example "Tuesday".
- Meeting topic
{fill:Meeting topic} - What the meeting covered, e.g. "the onboarding redesign".
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
- Owner one
{fill:Owner one} - The person responsible for the first action.
- Action one
{fill:Action one} - The action, starting with a verb.
- Due date
{fill:Due date} - When it's due.
- Client name
{fill:Client name} - Your main contact on the client side.
- Today's date
{date} - Inserts today's date in your Mac's long format, for example "March 4, 2027".
Tips
- •{day} and {date} fill in the meeting day automatically when you send the recap the same day.
- •{cursor} drops you straight into the first decision line, so you start typing content, not structure.
- •Dictate the bullets: hold the dictation key and talk through the decisions while they're fresh, then tidy.
Works in Gmail, Outlook, Slack and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
What should a meeting recap email include?
The decisions made, each action with an owner and due date, and anything still open. Add a line inviting corrections.
Who should send the meeting recap?
Whoever organised the meeting, or whoever agreed to take notes. Decide at the start of the meeting, not after.
How soon after a meeting should I send it?
The same day, ideally within an hour. The longer you wait, the more people will remember things differently.
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Type ;em-recap, get the whole reply
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