How To Write Email As Per Our Conversation

Let’s be honest: we’ve all been there. You’ve had a great conversation, whether it’s a phone call, a quick chat in the hallway, or a video conference, and then you need to follow up with an email. The phrase “as per our conversation” is a common starting point, but how do you actually craft an email that effectively summarizes the discussion and moves things forward? This guide provides a comprehensive overview of how to write emails as per our conversation that are clear, concise, and action-oriented. We’ll cover everything from the subject line to the closing, ensuring your emails stand out and achieve their intended purpose.

Crafting the Perfect Subject Line for Your “As Per Our Conversation” Email

The subject line is your first, and often only, chance to grab the recipient’s attention. It needs to be informative, specific, and entice them to open the email. When referencing a previous conversation, clarity is key. Avoid vague phrases that could be easily missed.

Consider these examples:

• Good: “Following Up: Project X Discussion – [Date]”
• Better: “Project X – Action Items from Our Call on [Date]”
• Best: “Project X – Next Steps as Discussed on [Date] – Deadline: [Date]”

The “best” example is superior because it immediately communicates the email’s purpose (next steps), the context (as discussed), and the urgency (deadline). Always prioritize clarity and include relevant keywords for searchability within the recipient’s inbox.

The Opening: Re-establishing the Context of Your Discussion

The opening paragraph should immediately remind the recipient of the conversation and its key takeaways. Don’t assume they’ll remember every detail. Briefly and clearly recap the main points discussed.

Example:

“Hi [Name],

Thanks again for the productive conversation earlier today regarding Project Y. As we discussed, we agreed on [Key Point 1], [Key Point 2], and the next steps for [Project Goal].”

This opening sets the stage, provides context, and ensures everyone is on the same page.

Detailing the Key Discussion Points: Summarizing the Conversation

This is the core of your email. Break down the conversation into digestible, easily understood points. Use bullet points, numbered lists, or short paragraphs to enhance readability. Prioritize clarity and conciseness.

Example:

“Here’s a summary of the key discussion points and agreed-upon actions:

• Project Timeline: We agreed to move the deadline to [New Deadline] to accommodate [Reason].
• Responsibilities: [Name] will be responsible for [Task], and I will handle [Task].
• Budget Review: We’ll schedule a follow-up meeting on [Date] to review the proposed budget adjustments.”

Each bullet point should be self-explanatory and directly linked to the original conversation.

Defining Action Items and Assigning Responsibilities

This section is crucial for driving progress. Clearly outline the specific actions required, who is responsible for each action, and the deadline for completion. Make it crystal clear what needs to happen and by when.

Example:

“Based on our conversation, here are the action items:

• [Name]: Please send over the finalized design mockups by [Date].
• [Your Name]: I will prepare the presentation slides for the next meeting by [Date].
• All: Review the updated project plan by [Date].”

Using the names of the responsible parties removes any ambiguity.

Addressing Potential Questions and Anticipating Concerns

Think about potential questions the recipient might have. Proactively address these in your email. This demonstrates foresight and helps avoid unnecessary back-and-forth communication.

Example:

“I anticipate you might have questions regarding [Specific Area]. To address this, I’ve included [Relevant Information/Document Link]. Please let me know if you require further clarification.”

This shows you’ve considered their perspective and are prepared to help them.

Attaching Relevant Documents and Supporting Materials

If you discussed documents, presentations, or any other supporting materials, be sure to attach them to your email. Reference these attachments within the body of the email to provide context.

Example:

“Attached you’ll find the updated proposal document as we discussed. Please review it at your convenience.”

This ensures that all the necessary information is readily available.

The Closing: Reinforcing Key Agreements and Next Steps

The closing paragraph should summarize the main takeaways and reiterate the next steps. This provides a final opportunity to reinforce key agreements and ensure everyone is aligned.

Example:

“To summarize, we’ve agreed to [Summary of Key Points] and the next steps are [List of Next Steps]. Please let me know if you have any questions or require further clarification. I look forward to our continued collaboration.”

This concludes the email with a clear sense of direction.

Formatting for Readability: Making Your Email Easy to Digest

Email readability is paramount. Use a clean font (like Arial or Calibri), ample white space, and formatting tools like bolding and bullet points to break up the text and make it easy to scan. Well-formatted emails are more likely to be read and understood.

Proofreading: Ensuring Accuracy and Professionalism

Before sending, carefully proofread your email for any errors in grammar, spelling, or punctuation. A polished email reflects professionalism and attention to detail.

Following Up: Monitoring Progress and Maintaining Momentum

If action items have deadlines, be sure to follow up if you don’t receive a response or completion by the agreed-upon date. A polite reminder is often sufficient to keep things moving forward.

Examples of Effective “As Per Our Conversation” Emails

Let’s look at two examples:

Example 1: Project Proposal Follow-up

Subject: Project Alpha – Following Up on Our Discussion

“Hi [Name],

Following up on our conversation about Project Alpha earlier today, thank you for your time.

We discussed the project proposal and agreed on the following:

• Scope: We’ll proceed with Phase 1, focusing on [Specific Area].
• Timeline: The estimated completion date for Phase 1 is [Date].
• Budget: The budget remains at [Amount].

Action Items:

• [Name]: Please provide feedback on the revised proposal document by [Date].
• [Your Name]: I’ll prepare the initial project plan for Phase 1 by [Date].

I’ve attached the revised proposal document for your review. Please reach out if you have any questions.

Best regards,

[Your Name]”

Example 2: Sales Call Follow-up

Subject: Following Up: Meeting Regarding [Product/Service]

“Hi [Name],

It was a pleasure speaking with you today about [Product/Service].

We discussed the following:

• Needs: Your primary need is [Specific Need].
• Solution: We believe [Product/Service] can solve this by [Benefit].
• Next Steps: You’re interested in a demo.

Action Items:

• [Your Name]: I’ll schedule a demo for you next week.
• [Name]: Please let me know your availability.

I’ve attached our brochure for your reference.

Thank you again for your time.

Sincerely,

[Your Name]”

Unique FAQs on Emailing After a Conversation

Here are some distinct questions and answers about writing emails after a conversation:

What’s the best way to handle a conversation where there were several different action items for different people?

The key is to break it down clearly. Use separate sections for each action item, explicitly listing the responsible party and the deadline. Consider using a table format if there are multiple action items with varying deadlines for a clearer visual presentation.

How much detail is too much detail when summarizing the conversation?

The goal is to be comprehensive without being overly verbose. Aim for a balance between clarity and brevity. Stick to the most important points and avoid unnecessary tangents or anecdotes. Focus on the actionable takeaways from the conversation.

What if the conversation was a bit contentious or difficult? How should that be reflected in the email?

Maintain a professional and neutral tone. Focus on the agreed-upon outcomes and action items, regardless of the initial difficulties. Avoid re-litigating the conversation. If disagreements persist, suggest a separate discussion to address them.

How do I handle situations where the other person doesn’t follow through on their commitments?

Start with a polite reminder, referencing the agreed-upon action items and deadlines. If the issue persists, escalate the situation to the appropriate person or department, depending on your company’s policies. Document all communications for future reference.

Is it ever acceptable to not send an email after a conversation?

Yes, in certain situations. If the conversation was purely social, or if the agreement was extremely simple and immediate (e.g., “I’ll call you back in 15 minutes”), an email might be unnecessary. However, for any discussion involving commitments, tasks, or future actions, an email is always recommended to ensure clarity and accountability.

Conclusion

Writing effective emails after a conversation is a crucial skill for professional communication. By following the guidelines outlined in this article, you can craft emails that are clear, concise, and action-oriented. From the subject line to the closing, every element of your email should be designed to ensure clarity and drive progress. Remember to summarize the key discussion points, define action items and responsibilities, and proofread carefully before sending. By mastering this skill, you can enhance your communication, build stronger relationships, and achieve your goals more effectively.