Event and Meeting Follow-Up Templates
These templates are for the moments someone is already paying attention: right after a conference, a webinar or a content download, before and after a sales call, and when they miss one. The no-show template follows Josh Braun's approach of proposing the same time next week instead of asking for a new one; he says it gets missed meetings rescheduled 80% of the time.
After a conference, a webinar, a download or a call: the moments when someone is already paying attention.
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{{Purple}} fields are merge fields your sending tool can fill. [Amber] lines are the part you research and write for each person. That part is what gets the reply.
Download all 68 as a PDFEvent, inbound and meeting emails
Met at a conference
Within two days of meeting someone at an event.
Subject: good meeting you at [event]
Hi {{firstName}}, Good to meet you at [event]. You mentioned [something they said, e.g. "onboarding new reps takes two months"]. That's the problem we work on. [One line on how, or a result for a similar company.] Worth picking up where we left off, say for 20 minutes next week? {{senderName}}
Why it works: Quoting something they said proves you listened and sets you apart from every badge-scan email that week. Lavender's event playbook uses the same order: a detail from the conversation, the problem it points to, a soft ask. (51 words)
Went to the same event
When you were both at an event but never spoke.
Subject: also at [event]
Hi {{firstName}}, Saw you were at [event] too. We didn't cross paths, but [a talk or topic] came up everywhere, especially [one takeaway]. At {{companyName}}, I'd guess that shows up as [related problem]. We help [type of team] with exactly that. Worth comparing notes? {{senderName}}
Why it works: The shared event is a real, recent reason to write, and a takeaway from it shows you were there, not just working through the attendee list. (45 words)
Came to your webinar
The day after a webinar, to people who registered or attended.
Subject: after the [topic] webinar
Hi {{firstName}}, Thanks for joining [webinar title]. The question that came up most was [question], so here's the short answer: [one or two lines]. I can show you how [similar company] set this up, if that would help. Would it? {{senderName}}
Why it works: It continues the topic they chose to spend an hour on, and adds something new instead of a recording link and a pitch. (41 words)
Downloaded your content
Within a day of someone downloading a guide, template or report.
Subject: the [resource] you downloaded
Hi {{firstName}}, Saw you grabbed [resource]. Most people download it when they're [situation it signals, e.g. "about to hire their first SDRs"]. If that's you, [the one tip from it that matters most in that situation]. Is that what you're working on at {{companyName}}? {{senderName}}
Why it works: A download is a signal, not a request for a sales call. Josh Braun's rule is to write within 24 hours and not pitch, and naming the likely reason with one useful tip earns a reply without pressure. (45 words)
After the call: recap
The same day as a first call.
Subject: recap and next steps
Hi {{firstName}}, Thanks for the time today. What I heard: - [Their main goal, in their words] - [What's in the way] - [The timeline they mentioned] Next step: [what you agreed] on [date]. I'll send [what you promised] by [day]. Did I miss anything? {{senderName}}
Why it works: Writing their goals back in their own words builds trust and gives them something to forward to colleagues who weren't on the call. (46 words)
They missed the meeting
An hour or two after a no-show.
Subject: missed you todayOr try: same time next [day]
Hi {{firstName}}, Sorry you couldn't make our [time] call today. No worries, I know how calendars go. I'll send an invite for the same time next [day]. If that doesn't suit, reply with a better time, or tell me if [topic] has dropped down your list. {{senderName}}
Why it works: Proposing the new time yourself means doing nothing is a yes. Josh Braun, who teaches this approach, says it gets missed meetings rescheduled 80% of the time. Leave a voicemail with the same message. (47 words)
Before the call: agenda
The day before a booked first meeting.
Subject: confirmed: [day] at [time]Or try: agenda for [day]
Hi {{firstName}}, Looking forward to [day] at [time]. So we use the 20 minutes well, I'll cover: 1. [The goal they mentioned] 2. [How similar teams handle it] 3. [Whether a next step makes sense] Anything you'd add? If the time no longer works, reply and I'll move it. {{senderName}}
Why it works: An agenda built around their goal makes the meeting worth attending, and an easy way to reschedule means fewer silent no-shows. Josh Braun uses a "Confirmed" subject line the day before for the same reason. (50 words)
How to use the Event and Meeting Follow-Up Templates
- 1
Pick the template
Each one says when to send it. Choose the one that matches what just happened with this prospect.
- 2
Fill in the gaps
Your sending tool fills the purple merge fields. Write the amber lines yourself for each person: that research is what earns the reply.
- 3
Copy and send
Copy the subject and body into your email or sending tool, read it once out loud, and send.
More cold email templates
The full set of 68 cold email templates has every situation on one page, with a six-step follow-up sequence and the research behind each rule. Or jump to another situation:
- First-Touch Cold Email Templates
- Trigger Event Email Templates
- LinkedIn Follow-Up Email Templates
- Referral and Intro Email Templates
- Follow-Up Email Templates
- Breakup Email Templates
- Re-Engagement Email Templates
- Sales Reply Email Templates
- Cold Email Templates for Agencies
- Founder and Partnership Email Templates
Get all 68 templates as a PDF
One file to keep next to your sending tool: every template with its subject lines and when to send it, plus the six-step follow-up sequence.
Need the address first? The Email Permutator lists every likely format for a name, and the Company Email Pattern Finder works out the one a company uses.
Frequently Asked Questions
How soon should I follow up after meeting someone at an event?
Within a day or two, while they remember you. Lavender's event playbook recommends quoting something from your conversation, naming the problem it points to, and ending with a soft ask.
What should I send after a webinar?
Something new, not the recording link and a pitch. Answer the question that came up most in two lines, and offer to show how a similar company handled it.
What do I send when a prospect misses a meeting?
No guilt: say you'll send an invite for the same time next week unless they suggest another. Josh Braun, who teaches this, says it gets missed meetings rescheduled 80% of the time.
Should I send an agenda before a sales call?
Yes, the day before. An agenda built around the goal they mentioned makes the call worth attending, and an easy way to move it means fewer silent no-shows.