The Art of the Confirmation Email
The Art of the Confirmation Email
Elevate Your Professional Status and Meeting Outcomes.
What’s predictable.
Last week you probably sat in at least one meeting that was ill-prepared and wasted time.
This often happens because the context, process, and content for meetings are poorly designed, or poorly communicated. This results in misaligned expectations. And professionals like us who don't take control of the agenda are missing a trick.
The good news … a simple email can change all that.
It's the confirmation email, your secret weapon for setting the stage, aligning expectations, and showcasing your professionalism.
Let's look at how this makes a difference.
What’s possible.
Often it’s the small things that count.
And a simple email can make or break a meeting, and your reputation.
The confirmation email is the one you send a day or two before the meeting. It reminds the person why they’re meeting with you. It’s in addition to the calendar invite you send at the point a meeting was agreed.
Let’s cut to the chase.
Here’s a template and example email:
Template
<your normal salutation>
We’re meeting tomorrow to <reason for meeting>. I propose the following agenda:
Item 1
Item 2
Item 3
Etc
This agenda will help us make the most of our time together and <achieve desired outcomes>.
Please let me know if there are any additional agenda items you’d like to add.
<your normal sign off>
What this looks like in practice:
Here’s an example of a confirmation email for a Sales Discovery Meeting. But please don’t just copy this. Remember every meeting is different.
Example - Sales Discovery Agenda
Hi Ali
We’re meeting tomorrow to discuss quality challenges in your supply chain. I propose the following agenda:
Why this is a priority for you.
The current situation.
Stakeholders affected.
Key results you measure.
Your desired end state.
Desired improvements in key results.
Solutions you have tried already.
Project constraints and available resources.
Wrap up and next steps.
This agenda will help us make the most of our time together and decide if Acme Pharma’s challenge is one where we deliver significant value.
Please let me know if there are any additional agenda items you’d like to add.
Regards
John
Why this is important.
And, of course, the idea of a confirmation email can equally be applied outside of sales … to a project review, internal discussion, or negotiation. Practically any kind of meeting.
Because what you’re doing is framing the context, process, and content you want to discuss while reinforcing your professionalism.
The danger if you don’t do this is people turn up for the meeting ill-prepared, with the wrong expectations, and you potentially waste time explaining this … when you want to get on, moving toward the outcome you have.
And in business development situations, you must make the meeting outcome explicit, take control of the agenda, and make sure the right content is available. Otherwise you'll most likely default to 'order taking' mode. And that will position you as a vendor in the client’s mind.
The mini-mission.
Confirmation emails may not seem like a big thing but, like a lot of tiny-practices, you’ll see compounding changes in the way you think about your status and the importance of your work. Being thoughtful and deliberate about setting the stage puts you in a leading role, irrespective of whether you hold a leadership title or not.
Here are some things to consider and work on:
Step into the client’s shoes, what is it like for them to receive a professional, business-like, effective meeting confirmation.
Use a meeting that’s coming up to practice writing a draft confirmation email. Make sure it positions you as having serious intentions.
Ask someone to review what you’ve written. Ask them about your confirmation email’s impact. Would they write anything differently?
Having completed this exercise, notice any shifts in your confidence and attitude.
Now look for other situations in your schedule where you might challenge yourself to step into that leading role too.
Building the performance you want means you have to raise your game. This tiny-practice will help those who want to rise further to the top. Separate yourself from those who have already settled.
Please let me know how you get on.
Until next time.
Clive