Short answer: Send your follow up email within 48 hours of the event. Name where you met, mention one detail from your conversation, include the document you promised and end with one clear next step, such as a call with two time options. Keep it under 120 words, with a subject line that names the topic or event.
A short chat at an expo, conference or BNI meeting only turns into business if someone follows up. The nine templates below cover the most common situations.
Every template uses the same structure. Copy one, replace the parts in square brackets with real details, and cut anything that does not fit. For timing and channel choice, read our guide on how to follow up after a networking event.
How do you send a follow up email after a networking event?
Take notes on the day, sort your cards that evening and send a personal email within 48 hours. Here is the full process in seven steps.
- Take notes on the day. Write two or three words on the back of each visiting card, or record a short voice note: what they need, what you promised, who decides.
- Sort the cards that evening. Hot (asked for price, a sample or a visit), warm (interested, no timeline) and cold (polite chat). Hot contacts get an email and a call.
- Send within 48 hours. A short WhatsApp note can go the same day. The fuller email can follow the next morning.
- Pick the right template. Match the situation below, then rewrite the first line with something only they would recognise.
- Attach one document, not five. The page or case study that answers their question.
- Offer one next step with two time options. Replying should take them ten seconds.
- Log it. Add the contact and the date to your CRM or sheet so the second follow up does not slip.
If you write emails late at night, use Gmail's Schedule send so they arrive at the start of the working day. Google says you can have up to 100 scheduled emails at a time.
Which follow up email template should you use?
Use the template that matches who you met and what you promised them. Replace everything in square brackets. Each one is written to be sent from your own inbox, by you, as a person.
1. You met a potential buyer
Template 1: Met a buyer
Subject: [Product] for your [specific problem]
Hi [Name],
Good to meet you at [event] on [day]. You mentioned [specific problem, e.g. cartons failing on long sea routes], so I have attached our [spec sheet or case study] on how we handle exactly that for [similar type of company].
If useful, I can send [a sample or a short costing] for your team to check. Would [day, time] or [day, time] suit a 20-minute call to go through your requirements?
Regards,
[Your name]
[Company] | [Mobile]
2. You met a potential partner or distributor
Template 2: Met a partner
Subject: Working together in [region or segment]
Hi [Name],
Thank you for the conversation at [event]. You said your team already sells [their product] to [customer type] in [region], and those are the same buyers we want to reach with [your product].
I have put together a one-page note on how a partnership could work, including margins and support from our side. Could we speak for 30 minutes on [day] or [day] to see if it fits your plans for this year?
Best,
[Your name]
3. You met an investor
Template 3: Met an investor
Subject: [Company] | the [sector] business we discussed at [event]
Hi [Name],
Thank you for your time at [event]. You asked how we [answer to their main question, e.g. keep repeat orders above a certain level], so I have attached our short deck with that section on page [number].
We are raising [round type] and would value 30 minutes of your time to go through the numbers. Does [day] or [day] work for you?
Regards,
[Your name]
Founder, [Company]
4. Good conversation, no clear next step
Template 4: No clear next step
Subject: Our chat about [topic] at [event]
Hi [Name],
I enjoyed our conversation at [event] about [topic]. Your point about [their view] has stayed with me.
I do not want to guess what would be useful, so one question: is [problem area] something your team is working on this quarter, or is it further down the list? Either answer helps me know whether to send anything more.
Best,
[Your name]
5. You promised to send a brochure or catalogue
Template 5: Sent a brochure
Subject: The [product range] catalogue you asked for
Hi [Name],
As promised at [event], here is our [catalogue or brochure]. The models you asked about, [model names], are on pages [numbers], with delivery times for [their city].
If you share the quantities you are planning, I will send an indicative quote within a day. Or we can speak on [day] at [time] if that is easier.
Regards,
[Your name]
6. Second follow up after no reply
Template 6: Second follow up, no reply
Subject: Re: [original subject]
Hi [Name],
Adding one thing to my note from last week. [New, useful detail, e.g. we have just finished a similar project for a hospital group in Hyderabad, and the short summary is attached.]
If a call is too much right now, a one-line reply on your timeline for [project] is enough for me to plan around.
Thanks,
[Your name]
7. They asked for pricing at the stand
Template 7: Asked for pricing
Subject: Pricing for [product] as discussed at [event]
Hi [Name],
You asked for pricing at our stand on [day], so here it is. For [quantity or scope] the indicative price is [amount in Rs], including [what is included]. The attached sheet shows the other options.
Final pricing depends on [factor]. Could we confirm that on a 15-minute call on [day] or [day]?
Regards,
[Your name]
8. You met someone who is not the decision maker
Template 8: Met an influencer, not the buyer
Subject: Notes for [decision maker's name or role]
Hi [Name],
Thank you for the time at [event]. You mentioned that [decision maker or team] makes the final call on [area], so I have kept the attached note to one page that you can forward as it is.
Would it help if I joined a short call with you both on [day] or [day]?
Best,
[Your name]
9. Following up after a talk or panel
Template 9: After their talk or panel
Subject: Your session on [topic] at [event]
Hi [Name],
Thank you for the conversation after your session on [topic]. Your example about [specific example] was the most practical thing I heard all day.
We work on [related area] with [type of company], and I think a 20-minute exchange could be useful on both sides. Would [day] or [day] work?
Regards,
[Your name]
Can you send these templates on WhatsApp instead?
Yes, but cut them to two to four lines and only message people who gave you their mobile for that purpose. In India, many contacts read WhatsApp long before they open email. Use WhatsApp for the same-day hello, then let the email carry the documents. Send during working hours.
If you use the WhatsApp Business app, its Business Messaging Policy says you may only contact people who have given you their number and agreed to hear from you, and you must respect any request to stop. Our guide to sales follow up WhatsApp messages has more examples.
WhatsApp: Met a buyer
Hi [Name], [your name] from [company] here. Good to meet you at [event] today. You mentioned [problem], so I will email you our [spec sheet] tomorrow morning. Have a good rest of the expo.
WhatsApp: Sent a brochure
Hi [Name], I have just emailed the [product] catalogue we discussed at [event]. The [models] you asked about are on pages [numbers]. Happy to share a quote once you have the quantities.
WhatsApp: Second follow up, no reply
Hi [Name], one more thing on [topic] from [event]: [one useful detail]. Is this on your list for this quarter or later in the year?
If you only have their LinkedIn profile, send a connection request with a short note. LinkedIn caps that note at 200 characters, and without Premium you can add a note to only three requests a month, so save it for the contacts who matter most.
What subject line should a networking follow up email have?
Use a subject line that names the event or the topic you discussed, in under about 50 characters. It decides whether your email gets opened among 80 others, so avoid anything that looks like a newsletter.
| Situation | Subject line | Why it works |
|---|---|---|
| Met a buyer | Carton samples for your Gulf shipments | Names their problem, not your product |
| Met a buyer at a trade fair | From the IMTEX conversation: spindle repair | Event plus topic jogs memory |
| Partner or distributor | Working together in Tamil Nadu | Clear, specific, about their territory |
| Investor | [Company] | the agritech business from [event] | Easy to find later in their inbox |
| No clear next step | Our chat about export finance | Low pressure, personal |
| Brochure | The modular kitchen catalogue you asked for | Reminds them they asked for it |
| Pricing | Pricing for 500 units, as discussed | Specific and expected |
| Second follow up | Re: [original subject] | Keeps the thread together |
| Property expo | Floor plans for the 3 BHK at [project] | Matches what the buyer asked to see |
Skip lines like "Nice meeting you" or "Greetings from [Company]". They could come from anyone, and readers treat them that way.
What makes a follow up email after a networking event work?
It works when it is personal, useful and asks for one small thing. These five points separate the emails that get replies from the ones that get ignored.
- A detail only they would recognise. "You mentioned the cartons fail on the Gulf route" proves this is not a mail merge.
- Something useful before an ask. A document, an answer or an introduction.
- One next step. Not three options and a link to your full website.
- A human sender. Your name, your mobile, your inbox. Not a generic sales address.
- Respect for their data. India's Digital Personal Data Protection Act, 2023 (Section 7(a)) allows personal data to be used for the purpose a person voluntarily shared it, unless they say they do not consent. A card shared for a conversation covers following up on that conversation. It is not consent for a weekly newsletter, and you should stop if they ask.
Common mistake: sending the same email to all 120 cards from an expo with only the name changed. If the first line would work for anyone, rewrite it.
How do you keep follow up emails out of spam?
Send from your own named inbox, keep each email personal and do not blast one message to every card. Google's email sender guidelines ask all senders to set up SPF or DKIM email authentication for their domain, and to keep spam rates reported in Postmaster Tools below 0.1%, never reaching 0.3%. A generic email sent to a whole expo list is the fastest way to collect spam reports. If your domain is new, ask whoever manages it to confirm SPF and DKIM are in place.
If your cards pile up after an event, our guide to trade show follow up covers how to work through a large stack without losing the warm ones.
How does SuperBound help you write these emails?
SuperBound, launching soon in early access, writes the first draft of these follow ups for you on WhatsApp. Send a photo of a visiting card to the SuperBound WhatsApp number, with a note or voice note about the conversation. It saves the contact to your phone or Google Contacts if you work alone, or to HubSpot, Salesforce or Google Sheets for teams. If you forgot the note, it asks you 6 hours later and once more after 3 days.
You then get an email draft and a WhatsApp draft, which you send yourself from your own phone or inbox. Each contact also gets a personal page with your brochure or catalogue, and you get a WhatsApp alert when they open it. See how it works.
Summary
The best follow up email after a networking event is short, specific and sent within 48 hours. Start from the template that matches your situation, add a real detail from the conversation, attach the one document they need, and offer a single next step with two time options. Use WhatsApp for the same-day hello and email for anything they may need to forward.
Sources
- Google Gmail Help: Schedule emails to send later
- WhatsApp Business Messaging Policy
- LinkedIn Help: Personalize invitations to connect
- Ministry of Electronics and IT: The Digital Personal Data Protection Act, 2023 (PDF)
- Google Workspace Admin Help: Email sender guidelines
Frequently asked questions
How long should a follow up email after a networking event be?
Keep it between 60 and 120 words, short enough to read on a phone in one go. Use three short paragraphs: where you met and one detail, the useful thing you are sending, and one clear next step. If you have more to share, attach or link one document instead of writing a longer email.
What is a good subject line for a follow up email after a networking event?
A good subject line names the event or the topic you discussed, for example "Carton samples for your Gulf shipments" or "From the IMTEX conversation: spindle repair". Keep it under about 50 characters so it shows in full on a phone. Avoid vague lines like "Nice meeting you" that look like bulk mail.
Should I attach a brochure to the first follow up email?
No, not the full brochure. Attach or link one relevant document: the page, case study or price sheet that matches what they asked about. A large attachment can go unread on a phone. Offer the full catalogue if they want more.
When should I send a second follow up email if there is no reply?
Send it three to five working days after the first email, and add something new, such as an example, a different time slot or a simpler next step. If there is still no reply after a week, pause and come back later with a useful update, not repeated reminders.
Can I send these templates on WhatsApp instead of email?
Yes, if they shared their mobile with you for that purpose, but shorten them to two to four lines, written the way you speak, with no formal greeting or signature. Use WhatsApp for the same-day hello. Keep proposals and documents for email, where they can be forwarded to colleagues.
We build the WhatsApp follow-up assistant for people who meet buyers at events.