Business Writing Tip #32 – Useful Phrases for Reporting on a Meeting

Often we have to write a report of a meeting. I’m not talking about the minutes here; just an informal record of the meeting for someone who couldn’t attend. It might be that our boss asks us to attend a meeting in her place, or that a colleague can’t get to a meeting and needs you to let them know what happened. Or it might be that you attended a meeting that you think your boss should know about…

I know I’ve mentioned how templates can help you save time. Well, here’s a template and some useful phrases to include if you’re writing an email about a meeting. Remember, this template is not for formal minutes of a meeting.

When you’re busy, the following outline (structure) and phrase/sentence suggestions can streamline your writing, and can also help jog your memory to make sure that you included everything you needed to include.

Greeting

I always suggest that you at least put a ‘good morning’, ‘hello’ or other suitable short greeting at the beginning of emails. You wouldn’t normally start a conversation without greeting someone, would you?

Opening

  • I’ve jotted down a few notes from the meeting you asked me to attend on…
  • Here’s a report of the meeting you asked me to go to.
  • I met with…yesterday, and I just thought I’d keep you up-to-date with our discussions.
  • I had an unexpected meeting with…yesterday, and felt I should let you know what we discussed.

Second Line

  • I’ve copied…on this email so they’re in the loop as well.
  • I’ll send you a copy of the minutes as soon as I get them.

Body of Email

First paragraph or line

  • The main thing we talked about was…
  • We agreed that…
  • You’ll be pleased to know that the meeting decided…

Second paragraph or line

  • We also talked about…
  • The next thing on the agenda was…

Major section of body of email

Useful verbs (I’ve put them in the past tense which is what you will use when you’re reporting something) to use in this section include:

Discussed Talked about Agreed on
Decided Negotiated Argued about
Signed Drafted Drew up
Requested Recommended Proposed
Brought up Mentioned Reported
Showed Predicted Disagreed
Agreed with Refused Rejected
Stressed Emphasised Explained
Complained Guaranteed Promised
Asked for Admitted Confirmed
Denied Introduced Insisted on
Threatened Offered Pointed out
Acknowledged Outlined Summarised
Raised Informed Reassured
Reminded Encouraged Advised
Warned Invited us to Filled me in on
Updated us on

 

Ending the main body of the email

  • I didn’t get a chance to ask them about…
  • We decided to leave the discussion about…until the next meeting.
  • We arranged another meeting for…
  • They will send the documents by…
  • We didn’t have time to reach a conclusion so…

Second last line of email

  • I’m sure you will agree that this is a worrying development.
  • I’m sure you’ll agree that this is a great outcome for us.
  • If you could give your approval on what we discussed, I can get them to sign by…

Last line

  • Please let me know if you want more detail of the meeting.
  • I’ll be meeting them again on…, so let me know if you have any questions you want me to ask.
  • I’ll copy you on any future email communication I have with them.
  • I’ll send you the contract as soon as it arrives.

Final greeting

  • Kind regards
  • Warm regards

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