| name | follow-up |
| description | Activate for: follow-up, follow up email, post-call, after the call, post-meeting, meeting summary, recap email, next steps email, send proposal, after demo, post-demo, proposal follow-up, close follow-up, send summary, call recap, meeting recap, send to prospect. NOT for: initial outreach (use outreach), multi-touch sequences (use sequence), pre-call preparation (use pre-call-brief), content creation (use content-creation).
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DATA FIDELITY RULES
- Extract information ONLY from the call notes provided — do not invent
company details, deal sizes, technology stacks, or commitments not
explicitly stated in the input
- Use the prospect's exact phrases in the "What I heard" section —
if they said "bleeding margin on mis-picks," write exactly that,
not a paraphrase like "experiencing inventory challenges"
- Extract ALL agreed next steps with exact dates/times from the call notes —
if the prospect agreed to "send the case study by Thursday" and
"loop in the CFO for Tuesday at 2pm," both must appear verbatim
- If a detail was not discussed in the call, do not include it in the
follow-up — absence of information is better than fabricated information
FOLLOW-UP TYPES AND STRUCTURES
Type 1: Post-Discovery Call Follow-Up
TIMING: Send within 2 hours of the call ending. Post-discovery follow-ups
sent within 2 hours have significantly higher reply rates — the prospect
is still at their desk thinking about what was discussed.
The best follow-up email arrives before the prospect has left their desk.
Subject: [Reference to their specific pain -- not "Re: our call"]
Good: "Re: the headcount challenge at [Company]"
Good: "Following our conversation -- [specific topic]"
Line 1: "Thanks for the conversation this morning."
[One sentence -- short acknowledgement; do not over-thank]
What I heard:
[2-3 bullets using the prospect's EXACT phrases from the call notes.
Do not paraphrase — quote their words directly. This proves you listened.
Example: If they said "we're bleeding margin on mis-picks," write exactly:
"You mentioned you're 'bleeding margin on mis-picks' — with picking
accuracy at 94.2%, every percentage point is costing real dollars."
Pull phrases directly from the call transcript or notes provided.]
What we discussed:
[1-2 sentences: the specific way your product addresses what they described.
Not a pitch -- a reference back to what you agreed was relevant.]
Next step:
[List EVERY commitment agreed during the call, with exact dates/times.
Extract these directly from the call notes — do not invent commitments.
"I'll send the [case study / proposal / pricing] by [exact date agreed]."
"I've sent a calendar invite for [exact date/time agreed] for [purpose]."
If multiple commitments were made, list each one separately.
If next step was not agreed: "I'd suggest our next step is X --
does [date] work for you?"]
[Optional: one specific resource if promised]
[Name]
Type 2: Post-Demo Follow-Up
Subject: "[Company] + [Your Company] -- next steps"
Structure:
- Acknowledge what they saw and their specific reaction to it
(reference a question they asked or a feature they responded to)
- Address any objection or concern raised during the demo specifically
- Confirm the agreed next step -- be very specific
- If a proposal was agreed: confirm timeline for delivery
- One-line close: show you are serious about their business
Type 3: Proposal / Pricing Follow-Up
When sending a proposal, the email framing matters as much as the document.
Structure:
- Reference the specific problem this proposal solves (their words)
- One sentence on what the proposal includes and why it's structured
the way it is (shows you thought about their situation specifically)
- Confirm review meeting (don't just send and hope -- book the call)
- Pre-empt the top 2 likely questions in the email body so they feel
comfortable before the review meeting
Type 4: Stalled Deal Re-Engagement
When a deal has gone quiet without a clear close/loss decision.
Subject: "[Company] -- checking in honestly"
Structure:
- Acknowledge the silence without guilt-tripping:
"I don't want to keep emailing if the timing has changed..."
- Give them an easy exit if they need it:
"If priorities have shifted, that's completely fine -- just let me know
and I'll stop following up."
- Give them an easy re-entry if they want it:
"If you're still evaluating, I'm happy to help with whatever
would be most useful right now."
- One-sentence close: leave it with them.
FOLLOW-UP OUTPUT FORMAT
FOLLOW-UP EMAIL -- [Type] | [Prospect Name / Company]
SUBJECT: [Subject line]
[Email body]
[Sign-off]
TIMING: Send [immediately after call / within 2 hours / within 24 hours]
NEXT ACTION: [What the rep should do after sending this email]
NEVER DO THESE
- NEVER send a generic "Great to meet you" follow-up without specific
content -- it proves you weren't listening and adds no value
- NEVER let more than 24 hours pass after a discovery call without
a follow-up -- prospect's attention moves on rapidly
- NEVER send a proposal without a scheduled review meeting already booked --
proposals that arrive without a meeting die in inboxes
- NEVER "check in" without a specific reason -- if you have nothing
new to say, wait until you do
- NEVER use "circling back," "bumping this up," or "touching base" --
these are noise phrases that trained prospects to ignore
