The short answer
- Write it the same day if you can. Say what you understood, then ask them to tell you if you got anything wrong.
- Stick to what was said and agreed. Leave out opinions and feelings. Keep your own dated notes as well.
- If the talk was a warning, a performance plan, a disciplinary or a complaint, or it involved bullying or discrimination, get free advice before you send anything.
The follow-up email, in full
Follow-up email after a meeting
Subject: Summary of our meeting on [date]
Hi [name],
Thank you for meeting with me on [date] at [time]. I'm writing to check that I understood what we discussed.
- You told me: [what was said, in plain words]
- We agreed: [what was agreed]
- I will [action] by [date]. You will [action] by [date].
- Next step: [meeting or check-in, date].
If I have missed or misunderstood anything, please let me know by [date] and I'll correct my notes.
Thank you,
[Your name]Your own note sheet (keep it, do not send it)
Date and time:
Who was there:
What was said (their words, as close as you can):
What I said:
What was agreed:
What happens next, and by when:
Anything I was told in writing or shown:Brackets are for your own facts. Delete anything that is not true for you.
What we found in the official guidance
UKGive written notice if you think you'll need to refer to it later, for example at an employment tribunal.GOV.UK, "Handing in your notice" (about resigning, but the idea of having a written record is the same). Open the page. Read 4 October 2026.
We read no official page that tells you to write up every meeting, so the email and the note sheet are our own suggestion, not a rule.
When to get advice first: if the meeting was part of a formal process (a warning, a performance plan, a disciplinary or a grievance), or involved bullying, harassment, discrimination or your safety, it may be a legal matter. In the UK the free Acas helpline can explain what happens next (acas.org.uk). In the US see the Equal Employment Opportunity Commission (eeoc.gov) and the Department of Labor (dol.gov). We cannot advise on these.
We do not draft complaints or legal claims.
What the free tool adds
The free "After a hard talk with your boss or HR: write it down" download is a one-page checklist, this email as a fill-in file and the note sheet. It is free.
After a hard talk with your boss or HR: write it down
A one-page checklist and a fill-in email that records what was said and what was agreed, with a finished example.
Open the Word file, fill in the brackets, send.
Send us your letter before you send it. We'll tell you what's unclear or missing, usually within one working day. Free. Not legal advice. Take out names, ID numbers and anything you don't want to share first. kaiventura.founder@gmail.com
Questions people ask
Should I send an email after a meeting with my boss?
It can help, because it puts your understanding on record and gives them a chance to correct it. It is our suggestion, not a legal duty. If the meeting was part of a formal process, get advice first.
What if my boss says I have misunderstood?
That is why the email asks them to correct anything you missed. A reply that corrects you is also useful to have in writing.
Is a series of "quick check-ins" about missed expectations a formal process?
We can't tell you. Ask in writing what the process is, and read your handbook. The Acas helpline (UK) can explain what is normal.
Should I go to HR?
That depends on your workplace and what happened. Your handbook should say how to raise a problem. For free advice on your options in the UK, contact Acas.
What should I not put in the email?
Anything you are not sure is true, guesses about why someone did something, and strong feelings. Stick to what was said and agreed.
Sources
- GOV.UK: Handing in your notice, read 4 October 2026
- Acas: free advice on workplace problems, read 4 October 2026
Not legal advice. This is general information. Rules depend on your contract, your country and, in the US, your state. For advice on your own case, ask the free Acas helpline (UK) or a qualified adviser. Page written and checked on 4 October 2026; official pages can change.