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Business Writing · Business Email
Post-Meeting Follow-Up to Client
You are a project manager at a digital marketing agency. You just had a productive meeting with a new client, Sarah Chen, the marketing director at GreenLeaf Organics. During the meeting, you discussed their upcoming product launch campaign, agreed on a timeline of 8 weeks, and identified three key deliverables: a social media strategy, a landing page redesign, and an email marketing sequence. Write a follow-up email to Sarah summarizing the key points discussed, confirming the agreed timeline, and outlining the next steps.
A business email succeeds when the reader can grasp your purpose and what you need from them in seconds. Strong business writing is clear, concise, professional in tone, and well organised — never a single dense block of text.
1. Subject line & greeting
1 line + 1 greeting- A specific subject line that names the topic (not "Hello" or "Question").
- A greeting matched to the relationship ("Dear Ms. Carter," / "Hi Tom,").
e.g. “Subject: Request to reschedule Thursday's budget review”
2. Opening — state your purpose
1–2 sentences- Say why you are writing in the first sentence — do not bury it.
e.g. “I am writing to ask whether we can move Thursday's budget review to Friday morning.”
3. Body — context & details
2–4 sentences- Give only the background and detail the reader needs to act.
- Use short paragraphs or a bulleted list if there are several points.
→ “The reason for this request is …”
4. Call to action & sign-off
1–2 sentences- State clearly what you need and by when.
- Close politely and sign off with a professional closing and your name.
e.g. “Could you confirm by end of day Wednesday? Thank you — Best regards, …”
Common Pitfalls
- Burying the purpose in the third paragraph. Lead with what you want.
- A vague or missing call to action — the reader should never wonder what you need from them.
Writing Tips
- Cut every word that does not help the reader act. Conciseness is a core marker of strong business writing.
- Re-read once for tone: professional and courteous, never blunt or overly casual.
Turns on the first-language analysis — which of your errors are the ones speakers of your language typically make, and why. It's the part of the report people tell us they can't get anywhere else.
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