Post Meeting Letter

We often conduct meetings and discuss various work related issues or new projects, or just review the work done. Does this end our responsibility? In bigger organizations, the meeting is not completed until everyone present in the meeting gets a post-meeting letter. This letter could be a general follow up letter, and in most cases, it is the 'minutes' of the meeting. The minutes of the meeting is very important, because it helps you consider the points discussed in the meeting again, and some points that have been missed out or not justified correctly can again be thought over and raised in the next meeting. This letter can also be used to request a feedback from the participants of the meeting.

A post-meeting letter helps in keeping the communication going, and perhaps would raise points or solutions that were not raised in the meeting. When the participants reply to the follow up letter or feedback letter, they can come up with new ideas. Also, they could note down some points from the minutes of the meeting, and think over it, if he/she is not satisfied with the discussion or has some other thoughts over it.

Let us understand this concept with the help of two different sample letters. One letter would be the minutes of the meeting, and the second would be a follow up letter post the meeting.

1. Sample Post Meeting Letter (Minutes of the Meeting)

18th October, 2011
Shiny Log
Secretary to Production Head
JB Productions
Parallel Street
Kings Circle
California - 65412
Email: shiny@jb.com
Extn: 602

To,

Mr. James Bond
Purchase Head
JB Productions

Re: Minutes of the meeting

Dear Mr. Bond,

As per the meeting with Mr. Warne, Head- Productions, I would like to thank you for attending the meeting. The meeting went well and many of the issues were discussed clearly and resolved. I would like to present you the minutes of the meeting.

Minutes:

1. Unit 101 A is not working to 100% productivity due to insufficient manpower
2. The demand is not being met on time due to delay in supplies. The supplies are delayed because of delayed payments from the accounts department.
3. Increased production cost due to wastage at processing section 101 A - 12
4. The Unit 108 is temporarily shut down, and will remain so for the next three months

Actions to be taken:

1. Meeting with the HR department for discussing the manpower issue of Unit 101 A
2. Meeting with the Accounts department for discussing the delayed payments
3. Check the processes at 101 A - 12 and control wastage

We would soon fix the meetings with the concerned department, and Mr. Warne would like to hear from you on the 'production cost' issue in that meeting.

Please revert in case of any doubts.

Thank you

Regard,

Shiny Log

2. Sample Post Meeting Letter (Follow Up Letter)

Consider the same two parties mentioned above for this example.

18th October, 2011
Shiny Log
Secretary to Production Head
JB Productions
Parallel Street
Kings Circle
California - 65412
Email: shiny@jb.com
Extn: 602

To,

Mr. James Bond
Purchase Head
JB Productions

Dear Mr. Bond,

I am Shiny Log, and I am writing this on behalf of Mr. Horn. I would like to thank you on his behalf, as the meeting went well, and the concerns were resolved to some extent. As per the discussion in the meeting, Mr. Horn is discussing the issues with the Accounts department, and would let you know about it soon.

In the mean time, Mr. Horn had asked you to submit the manpower requirement of Plant 101 -A. I would like to remind you the same, as the deadline for submission was on 17th October, 2011, and you have a meeting again with him on 20th October, 2011.

Please submit the details before the meeting, and also feel free to discuss your doubts or other issues with him.

Thank you.

Regards,

Shiny Log

The first sample post-meeting letter discusses the minutes of the meeting, so that the two parties are clear and agree on the points mentioned in the letter, and know the future course of action. The second sample letter is a follow up letter, which can be used to get a feedback, remind something, or just keep the communication going. Decide your purpose, and thus write a post-meeting letter accordingly. Also, you can review sample of postponed meeting letter and sample of reschedule meeting letter for more example of letters.