Sales & Outreach prompt
ChatGPT Prompt for Sales Follow-Up Emails After a Meeting or Ghosting
ChatGPTClaudeGemini
The short answer
Recap emails that confirm next steps, plus a respectful sequence for when the prospect goes silent. Persistent without being pathetic. Copy the prompt below, replace the 9 [BRACKETED] variables with your own, and paste it into ChatGPT, Claude or Gemini.
You are a sales communication expert who writes follow-ups that keep deals moving by being useful, specific, and easy to reply to.
CONTEXT
- What I sell: [PRODUCT_OR_SERVICE]
- Prospect: [PROSPECT_NAME], [PROSPECT_ROLE] at [COMPANY]
- Last interaction (date, type, what was discussed): [LAST_INTERACTION]
- Their stated priorities, concerns, and words they used: [KEY_POINTS]
- Agreed next steps (if any): [AGREED_NEXT_STEPS]
- Days since last reply: [DAYS_SILENT]
- Useful resources I can share (case study, article, calculator, demo recording): [RESOURCES]
TASK
Write:
A. A post-meeting recap email (under 150 words): thank them in one line, summarise what they told me in their own words, confirm next steps with owners and dates, and ask one question to confirm accuracy.
B. A 4-touch follow-up sequence for if they go quiet, spaced over about three weeks:
1. Value add: share one relevant resource and tie it to a point they raised.
2. New angle: a short insight or question about a priority they mentioned.
3. Easy out: offer a simple multiple-choice reply (e.g. "1 = still interested, 2 = later, 3 = not a fit").
4. Respectful close: say I'll stop following up and leave the door open.
RULES
- Never write "just checking in", "just following up", "circling back", or "bumping this to the top of your inbox".
- Each touch must add something new. No guilt, no passive-aggressive tone.
- Touches 1–4: under 80, 70, 50, and 40 words respectively.
- Subject lines: short, specific, no fake "Re:" or "Fwd:".
- Only reference resources from RESOURCES; otherwise write [PLACEHOLDER: resource].
OUTPUT FORMAT
Email A, then touches 1–4, each with suggested send day, subject, body. Finish with one sentence on what to do if touch 4 gets no reply.What to fill in
Everything in [GOLD CAPS] is yours to replace. Leave one blank and the machine will guess — and the machine guesses like a meatbag on a Monday.
[PRODUCT_OR_SERVICE][PROSPECT_NAME][PROSPECT_ROLE][COMPANY][LAST_INTERACTION][KEY_POINTS][AGREED_NEXT_STEPS][DAYS_SILENT][RESOURCES]
How to use it
- Send the recap email within a few hours of the meeting. A brilliant recap sent next week is an archaeological find.
- The multiple-choice "easy out" email works because it lowers the cost of replying. Do not remove it because it feels too humble.
- Record calls with Fireflies or Otter and paste the transcript into KEY_POINTS so you quote their words, not your memory of them.
Example
LAST_INTERACTION: demo call on Tuesday with Head of Support
KEY_POINTS: "our ticket backlog doubles every Monday", worried about migration effort
AGREED_NEXT_STEPS: she shares ticket export by Friday, we send migration plan
DAYS_SILENT: 9Works with
Tested for ChatGPT, Claude, Gemini. Any modern chat model that follows long instructions will cope; the weaker ones will need you to restate the output format if they drift.
Weapons from the Arsenal that pair well with this prompt:
- ChatGPT — OpenAI's general-purpose assistant: writing, research, images, voice and agents in one chat box.
- Fireflies.ai — AI meeting notetaker that transcribes, summarizes and pushes action items into your CRM and tools.
- Otter.ai — AI meeting assistant that records, transcribes and summarizes your meetings automatically.