"It Was a Pleasure Meeting You" Email Samples That Actually Get Replies

You had a great meeting. Real chemistry. Good conversation. And now you're about to ruin it with "I hope this email finds you well."

A single follow-up email increases response rates by 49%. Yet only 24-57% of candidates even bother sending a post-interview thank-you. That gap between "meant to follow up" and "actually followed up" is where opportunities go to die quietly.

The Rules That Matter (Quick Version)

Before you scroll to templates:

• "It was a pleasure meeting you" is fine - but only if you follow it with a specific detail from your conversation. Without that, it's wallpaper.
• Send within 24 hours. Same-day for high-intent interactions. Intent decays fast.
• Keep it under 80 words. The best-performing emails are short. Three to four sentences.
• Personalized subject lines boost open rates by 50% and replies by up to 140%. Reference the interaction.
• One clear CTA per email. Don't ask them to review a doc, schedule a call, and connect on social. Pick one.

Need a specific scenario? Networking · Job Interview · Sales Meeting · Conference · Virtual Meeting · Coffee Chat · Client Meeting · Mutual Introduction · Speaker Follow-Up · Reconnecting

What "It Was a Pleasure Meeting You" Actually Conveys

The phrase sits in a specific zone: polite enough for a VP, warm enough for a peer. "It is a pleasure meeting you" is what you say during an introduction. "It was a pleasure" is what you write afterward.

The problem? Without a specific detail, it reads like a form letter. "It was a pleasure meeting you at the conference" could've been sent to 200 people. "It was a pleasure meeting you - especially your take on why most ABM programs fail at the handoff stage" could only have been sent to one.

That specificity is the difference between a reply and an archive.

When to Use It (and When It's Too Formal)

Use "it was a pleasure meeting you" for interviews, client meetings, and any interaction where you'd wear a blazer. For peer-level networking or casual coffee chats, it can feel stiff. Match the tone to the conversation you actually had.

One thing to avoid in any scenario: "e-meet." As in, "It was great to e-meet you." Nobody has ever been charmed by it. "Virtually meet" is equally clunky. Just say "meet." Everyone understands that meetings happen on screens now.

Better Alternatives by Scenario

Here's the thing: the phrase you pick matters less than what comes after it. A casual "Great meeting you" followed by a sharp, specific callback will outperform a formal "It was a pleasure" followed by generic filler every single time.

Subject Lines That Get Your Follow-Up Opened

Your follow-up is worthless if it never gets opened. Customized subject lines boost open rates by 50% and replies by up to 140%. That's not a marginal improvement - that's the difference between a conversation and a dead thread.

The Formula That Works

The best subject lines follow a simple pattern: reference + name. Reference the event, meeting, or topic. Include their name or company. Keep it to 3-7 words.

"Following up" is the subject line equivalent of "Dear Sir/Madam." It tells the recipient nothing and gives them zero reason to click.

Principles that consistently work:

• Name the event or context ("Re: our chat at SaaStr")
• Use their first name when appropriate
• Add subtle specificity ("the ABM question you raised")
• Skip clickbait urgency - this isn't a marketing blast

One data point: C-level executives respond 23% more often than non-C-suite contacts. If you're emailing a senior leader, the subject line matters even more because they're scanning faster and deleting quicker.

Subject Lines by Scenario

When to Hit Send

Timing isn't a suggestion - it's an SLA. Intent decays in hours, not days. Here's the framework I've seen work across hundreds of follow-up sequences:

Same-day (within 2-4 hours): High-intent interactions. Job interviews, sales demos where they asked about pricing, anyone who said "send me that." Don't wait.

Next business day (within 24 hours): Warm interactions. Networking conversations, conference chats, coffee meetings. Morning send is ideal - you want to land in their inbox before the day buries them.

Days 3-14 (light nurture): Lighter touches. Someone you exchanged cards with but didn't have a deep conversation. A speaker you briefly met after their talk. These can afford a slower cadence.

The data backs this up. Waiting 3 business days before a second follow-up (when they don't reply to the first) yields 31% more replies than following up immediately. Tuesday and Wednesday see peak engagement. Monday mornings at 11:00 AM have the highest conversion rate for launching new sequences, and Instantly's 2026 benchmark report found Wednesday is the single highest-engagement day overall.

Pro tip: Follow-up emails with embedded video boost click-through rates by 65%. If you did a demo or presented something visual, a 30-second Loom recap can dramatically outperform text alone.

If you're debating whether to send today or tomorrow, send today. Overthinking timing is how follow-ups never get sent at all. If you want a deeper timing framework, see When Should I Send a Follow Up Email?.

10 "It Was a Pleasure Meeting You" Email Samples

78% of decision-makers are more likely to respond to emails that show understanding of their business. Personalized follow-ups achieve an 18% response rate vs. 9% for generic templates. Every sample below includes a subject line, full email body, and a note on why it works. Copy, customize the bracketed sections, and send.

After a Networking Event

Subject: Great connecting at [Event], [Name]

Hi [Name],

It was great meeting you at [Event] - especially our conversation about [specific topic]. Your approach to [detail] really stuck with me.

I'd love to continue the conversation. Would you be open to a 15-minute call next week?

Either way, glad we connected.

[Your name]

Why it works: References a specific topic, keeps the ask small, and doesn't try to sell anything.

After a Job Interview

80% of hiring managers say thank-you notes affect their decisions. This template uses the "mirror-back" strategy - a technique from a hiring manager who's interviewed 1,000+ people - where you reflect the interviewer's own stated challenge back to them and position yourself as the solution.

Subject: Thank you, [Name] - excited about the [Role]

Hi [Name],

It was a pleasure meeting you yesterday. When you mentioned that the biggest challenge for this role is [specific challenge they described], it reinforced why I'm excited about this opportunity - it's exactly the kind of problem I tackled at [previous company] when [brief relevant example].

I'm looking forward to the next steps. Please don't hesitate to reach out if you need anything else from me.

Best, [Your name]

P.S. I hope [personal detail - their kid's soccer tournament / the restaurant they recommended] goes well this weekend!

Why it works: The P.S. line creates a personal connection that generic thank-yous never achieve. It proves you were actually paying attention, not just running through interview motions. For more interview outreach, see How to Email the Hiring Manager.

After a Sales Meeting or Demo

Most sales follow-ups fail because they restate the product pitch instead of the buyer's problem. Here's what a bad version looks like vs. a good one:

Bad version: "It was great meeting you. As I mentioned, our platform offers AI-powered analytics, real-time dashboards, and 50+ integrations. Let me know if you'd like to move forward."

Good version:

Subject: Next steps on [topic discussed]

Hi [Name],

It was a pleasure meeting you and the team today. Based on our conversation, it sounds like [their stated pain point] is the priority - and I think [your solution/next step] is the fastest path to solving it.

I've attached [resource/proposal/case study] that's relevant to what you described. Want to schedule 20 minutes next [day] to walk through it?

Best, [Your name]

Why it works: Restates their problem, not your product. One CTA, not three. If you want a full structure, use this follow up format.

After a Conference or Trade Show

Subject: Your point about [topic] at [Conference]

Hi [Name],

Great meeting you at [Conference]. Your take on [specific point from conversation] was one of the most interesting things I heard all week.

I came across [article/resource/data point] that connects to what you were saying - thought you'd find it useful: [link]

Would love to stay in touch. Let me know if you're ever up for a coffee or call.

[Your name]

Why it works: Conference follow-ups that share something useful get replies. Ones that pitch get deleted. If you're working a booth, this trade show lead generation playbook helps with the 48-hour window.

After a Virtual Meeting (Zoom/Teams)

Virtual meetings are forgettable. This template fixes that by turning your follow-up into a shared reference document.

Subject: Following up from our call - [topic]

Hi [Name],

Thanks for making time today. Quick recap:

• [Key takeaway 1]
• [Key takeaway 2]
• [Agreed next step]

I'll [your committed action] by [date]. Let me know if I missed anything.

Talk soon, [Your name]

Why it works: A commitment to a specific action by a specific date builds trust faster than any pleasantry. If the conversation was more personal, you can open with an "it was a pleasure talking to you" line before the recap - just make sure it references something specific from the call.

After a Coffee Chat or Informational Interview

Subject: Loved our conversation, [Name]

Hi [Name],

It was great meeting you today - I really appreciated you taking the time. Your advice about [specific advice they gave] is something I'm going to put into practice immediately.

You mentioned [person/resource/book they recommended] - I'm going to check that out this week.

Thanks again. I'll keep you posted on how things go with [relevant next step in your career/project].

[Your name]

Why it works: Referencing their specific recommendation proves you actually listened. "I'll keep you posted" opens the door for future contact without being pushy.

After a Client Meeting

Subject: Recap + next steps from today

Hi [Name],

It was a pleasure meeting with you and the team today. Here's a quick summary:

Key decisions:

• [Decision 1]
• [Decision 2]

Next steps:

• [Action item] - [Owner] by [Date]
• [Action item] - [Owner] by [Date]

I'll send over [deliverable] by [date]. Let me know if anything needs adjusting.

Best, [Your name]

Why it works: Assigning owners and deadlines in writing is the single best way to make sure things actually happen.

After an Introduction by a Mutual Connection

Subject: [Mutual contact] connected us - quick follow-up

Hi [Name],

[Mutual contact] spoke highly of you, and I'm glad we got to connect. Our conversation about [topic] was exactly what I needed to hear - especially [specific detail].

I'd love to explore [specific next step] further. Would [day/time] work for a quick call?

Thanks again to [Mutual contact] for the intro - and to you for your time.

[Your name]

Why it works: Acknowledges the mutual connection (social proof), references a specific detail, and proposes a clear next step. If you need more intros, use this virtual introduction via email guide.

After a Panel or Speaking Event (to the Speaker)

Speakers get flooded with "great talk!" emails. A specific question about a specific point puts you in the 5% they actually reply to.

Subject: Your [Event] talk on [topic]

Hi [Name],

I attended your session at [Event] on [topic], and your point about [specific insight] really resonated. I've been thinking about how it applies to [your context].

Quick question: [one specific, thoughtful question related to their talk]?

Either way, thanks for sharing your perspective. It was one of the highlights of the event.

[Your name]

Why it works: A genuinely thoughtful question - not a disguised pitch - is what earns a reply from busy speakers.

Reconnecting with an Old Contact

This one doesn't start with "it was a pleasure meeting you" - and that's the point. When you're reaching out to someone you haven't spoken to in months or years, leading with the original meeting sounds stale. Lead with what made you think of them now.

Subject: [Name] - [topic] made me think of you

Hi [Name],

It's been a while since we connected at [original context]. I came across [article/news/development] and immediately thought of our conversation about [topic].

I'd love to catch up - a lot has changed on my end since then, and I'm curious what you've been working on.

Any interest in a quick call or coffee in the next couple weeks?

[Your name]

Why it works: "Made me think of you" is the most effective reconnection opener because it's specific and flattering without being forced.

What to Do When They Don't Reply

Silence doesn't mean rejection.

80% of sales require at least 5 follow-ups to close, yet most people give up after 1-2. The specific numbers: emails without follow-up get a 16% response rate; add one follow-up and that jumps to 27%. If you're building a repeatable cadence, use this follow up email sequence strategy.

The Follow-Up Sequence

Wait 3 business days before your first follow-up. This yields 31% more replies than following up the next day. People are busy. Give them space.

Space subsequent touches 3-4 days apart. Too frequent and you're a pest. Too infrequent and they've forgotten you.

Stop at 2-3 follow-ups for warm interactions. A study of 16.5 million emails found the sweet spot is one initial email plus one follow-up. After that, diminishing returns hit hard. Sending 4+ emails triples your spam complaint rate.

Each follow-up must add something new. A fresh angle, a relevant resource, a new piece of context. "Just checking in" is the fastest way to get archived.

In our experience running outbound campaigns, emails that feel like casual replies outperform formal follow-ups by about 30%. Drop the HTML formatting. Use short sentences. Write like you're texting a colleague, not drafting a memo.

When NOT to Follow Up

Skip the follow-up if: they already gave you a clear "no," a specific timeframe they mentioned hasn't passed yet ("reach out in Q2"), you've already sent 3+ messages with no response, or they're clearly on holiday. Persistence is good. Ignoring signals isn't.

Two No-Response Templates

Follow-up #1 (3 business days later):

Subject: One more thought on [topic], [Name]

Hi [Name],

Quick follow-up on my note below - I came across [article/data point/resource] that connects to what we discussed about [topic]. Thought it might be useful: [link]

Still happy to [original CTA] if the timing works. No pressure either way.

[Your name]

Follow-up #2 (3-4 days after that):

Subject: [Name] - should I close the loop?

Hi [Name],

I know things get buried. If [original topic/proposal] isn't a priority right now, totally understand - just let me know and I'll stop filling your inbox.

If it is, I'm here whenever the timing's right.

[Your name]

The second template works because it gives them an easy out. Paradoxically, giving someone permission to say no often gets a yes.

Before You Hit Send - Pre-Flight Checklist

You've written the email. Before you click send, run through this:

• Their name is spelled correctly. Check their email signature, not your memory.
• You've referenced a specific detail from the conversation.
• One clear CTA. Not two. Not three. One ask. (More examples: sales CTA.)
• Subject line is under 7 words and references the interaction.
• The email is under 80 words. Read it out loud. If it takes more than 30 seconds, cut.
• The email address is valid. Business cards have typos. Event badge scans pull outdated addresses. A bounced follow-up is worse than no follow-up - it means your carefully crafted email went nowhere. Tools like Prospeo verify emails in real time with 98% accuracy, and the free tier covers 75 verifications per month. Run the address through before you send. If you want to compare options, see email verifier websites.

5 Mistakes That Kill Your Follow-Up Emails

Mistake #1: "Just bumping this to the top of your inbox."

This adds zero value. Every follow-up needs to bring something new - a resource, a fresh angle, a relevant update. If you have nothing new to say, wait until you do.

Fix: Replace "checking in" with a new piece of value. Share an article, reference a recent event in their industry, or reframe your original ask.

Mistake #2: Sending at the wrong frequency.

Too many emails too fast triggers spam complaints. Too few and they forget you exist. Space touches 3-4 days apart, and cap warm follow-ups at 2-3 total.

Fix: Set calendar reminders for Day 3, Day 7, and Day 10. Then stop.

Mistake #3: Making it look automated.

In 2026, everyone's radar for AI-generated emails is cranked to maximum. If your follow-up reads like it was produced by a template engine - perfect grammar, no personality, generic compliments - it's getting deleted.

Fix: Write like a human. Short sentences. Contractions. Reference something only you two discussed. Plain text beats HTML formatting. If you use ChatGPT to draft your follow-up, at minimum delete the first sentence (it's always generic), add one detail only you would know, and read it out loud to check for that uncanny-valley smoothness. (Common pitfalls: AI cold email personalization mistakes.)

Mistake #4: Multiple CTAs competing for attention.

"Let's schedule a call, and also check out this case study, and connect with me online." The reader's brain short-circuits. 71% of decision-makers cite irrelevance as the top reason they don't respond - and scattered asks feel irrelevant even when they're not.

Fix: One email, one ask. Period.

Mistake #5: Ignoring the subject line on follow-ups.

Your first email had a great subject line. Your follow-up just says "Re: Re: Following up." Sometimes a fresh subject line is exactly what you need to get re-opened - especially if the original thread got buried. If you want more options, browse these reminder email subject lines.

Fix: When the thread feels stale, start a new one. "One more thought on [topic]" outperforms "Re: Re: Re: Our meeting" every time.

Look, here's my honest take: the biggest follow-up mistake isn't in the writing - it's in the not-sending. I've watched people agonize over word choice for 45 minutes, then close the tab and never send anything. A B-minus email sent today will always beat an A-plus email sent never. Write it, check the address, hit send.

FAQ

How long should a "pleasure meeting you" email be?

Emails between 50-125 words achieve roughly 50% reply rates. Aim for 3-4 sentences: one expressing appreciation, one referencing a specific detail from your conversation, and one with a single clear CTA. Anything longer gets skimmed or skipped entirely.

Is it too late to send a follow-up after a week?

A late follow-up beats no follow-up. After a week, reframe your opener - "I've been thinking about our conversation on [topic]" works better than "Sorry for the delayed response." Lead with something valuable rather than an apology, and keep the same structure from any sample above.

Should I use "it was a pleasure meeting you" or "it was great meeting you"?

"Pleasure" is formal - use it for interviews, client meetings, and senior executives. "Great" is warm and friendly - better for networking events, peers, and casual interactions. Match the tone to the conversation you actually had, not to some imagined standard of professionalism.

Can I adapt these samples for a phone call or video chat?

Yes. Swap the opener to "it was a pleasure talking to you" and follow the same structure - specific detail, one CTA, under 80 words. Every meeting follow-up template in this guide works for calls; just adjust the opening line to reflect the conversation format.

What if I don't have their correct email address?

Business cards and event badge scans frequently contain typos or outdated addresses - a bounced email wastes your follow-up entirely. Run addresses through an email verification tool before sending. Prospeo checks validity in real time with 98% accuracy, and the free tier handles 75 verifications per month.